The scheduling process 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 start and the end are required. All other fields are optional, but should be used as much as possible.
After the basic details have been entered and the date has been saved by clicking on "Next", the guests must be selected. The mandatory fields here are e-mail, surname and first name. The rest is optional, but should also be used if possible. The internal telephone book can be accessed via the "Phonebook" button. A single click is then sufficient here to take over the data.
Add new invitee
Important: If an appointment requires approval, a note appears. At this point, no 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. The text of the e-mail can be customised. 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.