Responding to Attendance Request

When you create appointments with the attendance requests, you can ask the attendees to respond to them.
You can check the attendees on the Response request list screen.
When an attendee of an appointment responds to attendance, a notification is sent only to the user who created the appointment. It will not be sent to the user who created the appointment.
Depending on your system administrator settings, you may not be able to use the response request feature. For details on the settings, see how toallowusers to use attendance requests.

Responding to Attendance Request

You can respond to an appointment with the attendance request.

Responding through the "Appointment Details" Screen

Through the "Appointment details" screen, you can respond to an attendance request.

Steps:
  1. Display an appointment to respond to an attendance request.

    • To view from the scheduler:
    1. Click the app icon in the header.
    2. Click "Scheduler".
    3. On the "Scheduler" screen, click the title of the appointment with the icon of pending appointments.

      Image of a pending appointment enclosed in a red frame

    • To display from the Notifications portlet:
    1. In the "Notifications" Portlet, click the item for which you want to set the status of the status of attendance.
      The appointments with the pending status will appear.
      The appointments whose end times are greater than or equal to the current time are displayed. If appointments do not have end times, the appointments whose start times are greater than or equal to the current time are displayed.

      Notifications portlet example

    2. In the "My attendance requested" tab on the "Response request list" screen, click the title for the appointment you want to respond to the attendance request.

      Image of the appointment title to respond enclosed in a red frame

  2. On the "Appointment details" screen, enter your message then click "Accept" or "Decline".

    The message is optional. You can just leave it blank.
    If you select "Decline", the appointment will not appear on your Scheduler.
    Image with attendance

Respond from the "Response Request List" Screen

Through the "Response request list" screen, you can respond to multiple attendance requests.
You can respond to all pending attendance requests.

Steps:
  1. Displays the "Response request list" screen.

    • To view from the scheduler:
    1. Click the app icon in the header.
    2. Click "Scheduler".
    3. On the "Scheduler" screen, click "Response request list".

      Image of "Response request list" link enclosed in a red frame

    • To display from the Notifications portlet:
    1. In the "Notifications" portlet, click "You have N appointments with pending status".

      Notifications portlet example

  2. In the "My attendance requested" tab on the "Response request list" screen, click "Change" for the appointment you want to respond to the attendance request.

    If you click "Response request list" on the "Scheduler" screen, you will see a list of all your response requests.
    In the "Notifications" portlet, if you click the "You have N appointments with pending status", you will see a list of your unanswered responses.
    The appointments whose end times are greater than or equal to the current time are displayed in the list. If appointments do not have end times, the appointments whose start times are greater than or equal to the current time are displayed.
    Image of the change link surrounded by the red rectangle box

  3. Select "Accept" or "Decline", enter your message, then click "Save".

    The message is optional. You can just leave it blank.
    If you select "Decline", the appointment will not appear on your Scheduler.
    Change my response screen

Checking on the Attendance Responses

You can check the status of your responses to attendance requests and the status of attendee responses to attendance requests you have created.

Checking on the Attendance Responses from the Appointment Details screen

Check the status of attendee responses to attendance requests to appointments.

Steps:
  1. In the Notifications Portlet, click the title of the appointment where the "Responded to attendance" is displayed.

    Notification with "Responded to attendance"

  2. On the appointment details screen, click "Attendance responses" in the "Attendees" field.

    If a new answer has been added, "( Updated)" is displayed on the right of "Attendance responses".
    Image of the "(Updated)" is displayed

  3. On the "Attendance responses" screen, check the status and messages of the attendees of the appointment.

    Image of attendance status

Checking on the Attendance Responses from the "Response Request List"

On the "Response request list" screen, you can check the status of their responses to attendance requests and the status of attendee responses to attendance requests created by themselves.

Steps:
  1. Click the app icon in the header.

  2. Click "Scheduler".

  3. On the "Scheduler" screen, click "Response request list".

    Image of "Response request list" link enclosed in a red frame

  4. Confirm the status on the "Response request list" screen.

    Only the appointments having future end time are displayed on the "Response request list" page. If appointments do not have end times, the appointments whose start times are greater than or equal to the current time are displayed.
    By clicking "Filter", you can filter the appointments to show using their response statuses.

    • To check the status of your responses:
      In the "My attendance requested" tab, check the status of your responses.
      All the appointments with response requests will appear.

      "Response request list" screen for appointment

    • To check the status of attendee responses to appointments you have added:
    1. Click the "Organized by me" tab.

      Image of the "Organized by me" tab enclosed in a red frame

    2. On the "Organized by me" tab, confirm the status of attendance.
      The number in the "Responded" is "The number of users who have responded/The number of all attendees".
      You can check the status of attendee responses and messages by clicking the number in the "Responded" column and displaying "Attendance responses" screen.

      "Response request list" screen for appointments "Organized by me"

Changing the Date and Time of an Appointment with Response Requests

Change the date and time of an appointment with a attendance request.

Steps:
  1. Click the app icon in the header.

  2. Click "Scheduler".

  3. On the "Scheduler" screen, click the title of the schedule for which you want to change the date and time of the appointment.

  4. On the Change appointment screen, change the field for date and time.

  5. Confirm your settings and click "Save".

  6. On the "Edit appointment" screen, you can set whether to initialize attendance status of attendees.

    • When you want to keep the responses to attendance requests:
      Clear the check box for "Clear all attendance responses" and click "Edit". The responses of the attendees will be taken over and only the date and time of the appointment will be changed.
    • When you want to initialize responses to attendance requests:
      Select the check box for "Clear all attendance responses" and click "Edit". If you initialize the status of attendance, the statuses of the responses of all attendees will become "Pending". Attendees can confirm the new date and time and respond to the request.
    Screen asking whether to initialize attendance status of attendees