The creation of appointments can be divided into two parts. The general appointment creation and the selection of visitors.
For an appointment creation, at least the occasion as well as the date of the beginning and the end are required.
All other fields are optional, but should be used as much as possible.
After the basic information has been entered and the appointment has been saved by clicking on >>Next<<, the guests must be added, the guests have to be added. The mandatory fields here are email, name and first name.
The rest is optional, but should also be used if possible.
The internal telephone book can be accessed via the >>Contacts<< button. A single click is then sufficient single click is all that is needed to transfer the data.
Click on >>Next<< to add the visitor to the appointment. This process can be repeated as often as desired.
The number of appointment participants is not limited. As soon as the creation of the guests is complete, the appointment is finalised via the
button to finally create the appointment and send the invitations.
Important: If an appointment requires approval, a note appears. At this point no invitations will be
invitations are sent to the guests. Only the contact person who has to give the approval is notified.
Basically, two types of messages are sent. The organiser receives an e-mail with the information,
that the appointment has been successfully planned. This e-mail contains only the calendar entry (ical file).
The guest or guests receive an e-mail with the invitation.
The email has at least the following attachments:
- QR code for scanning at reception, autonomous columns, etc.
- Appointment entry as iCAL file
- Handout, PDF file with a summary of the appointment
If other files were selected when the appointment was created, these would also be attached to the e-mail accordingly will also be attached to the e-mail.
The text of the e-mail can be customised. The standard template contains the appointment description, the tabular overview of participants, the global The standard template contains the appointment description, the tabular overview of the participants, the global appointment description and possibly the individual message stored with the attachments.