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Working with events and the calendar view

Note: Individual functions / modules may not be available / renamed due to settings of the organization, the room and / or your assigned rights group (see: Options for admins)!

Creating an event

Within the communication module

To create an event in the communication module, simply click on the plus icon to the left of the text input field and select the option "Event".

Within the calendar module

Within the calendar module, you can create an appointment via the blue plus button in the upper right corner or directly within the calendar, by left-clicking or right-clicking the concerning day. (Note: Tasks, on the other hand, can only be created by right-clicking.) Entries can be moved in the overview by drag and drop.

Event in the calendar
Create an event / a task by right-clicking

Settings of an event

Basic

To create a new event it is only necessary to enter a title and a period (start and end with date and time / all day). All other settings, such as agenda (= description), attendees* or location, can be filled in optionally. However, we recommend you fill in as many fields as possible, as this will make your work clearer and more efficient.

Note: The creator of the event automatically becomes an attendee.

Fields
Fill all fields to ensure highest clarity and efficiency
Recommendation:
  • Check availability before arranging an event.
  • Store relevant information in a structured way and limited to the essentials.
  • Who should be informed? Add participants of the event and, if necessary, subscribers.
  • Create links to relevant content.
  • Communicate the agenda and the goal of the event to the participants in advance.

Recurring event

If it is a regularly recurring event, a recurrence as well as the frequency can be set via the field "Recurring".

Recurring
"Recurring" + Selection of the frequency

In the calendar, all individual events of the recurring event are entered according to their due date and marked with a recurring symbol.

Recurrence in calendar
Recurring events in the calendar module

Reminder

A standard reminder as well as a standard period can be set in the account settings. If necessary, you can adjust these individually in the event. The bells symbol indicates an existing reminder.

Event reminder
Activate reminder

If the date of the event changes, the settings for the options "Reminder" and "Recurring" are also adjusted to the new date.

User administration

Invite users to an event / remove users from an event:

Base: To invite a user to an event, they must be in the same room.

Invite a user by clicking on the plus icon beneath Attendees. Via the text input field "Search by name..." (marked with a magnifying glass icon) can be searched for specific users. Invited participants will now receive a notification and can accept or decline within the event. Alternatively, users can also be invited via the section "Email Participants" by email.

To remove a user again, click on the green check mark next to the requested user in the opened list and the check mark disappears.

Invitation event
Invite users via "plus" icon

Where do I see the answers / the invitation status?

With a click on "Going", "Pending" or "Declined" a list of the respective users is displayed.

User in event
Divide users into "Going", "Pending" and "Declined"

More functions

Telephony function

The Premium plan in Stackfield offers a telephony function within an event to enable virtual conferences. The roles Admin, Member and Guest (provided they are attendees of the event) can start a call (audio/video/screen sharing). To do this, click on the handset icon and select the required option in the drop-down menu.

Telephony options within events
Click on the "handset" icon to start a telephone conference with all appointment participants

Location

To add a location, e.g. department, room or company location, to an event, simply click on the location marker symbol in the top right corner. Now you can manually enter the location in the text input field beneath Location. For privacy reasons locations are not listed in any map service.

Location
Add location to an event via "location marker" symbol

Availability

You can check whether all members of an event are available at the scheduled time by clicking on the "Check Availability" button. Now the agenda of all users can be viewed, as far as access to it is granted.

Note: Only content from rooms in which you yourself are a member will be displayed.

Availability
The attandees' agenda can be viewed via the "Check availability" button

Comment section

Basis: Working with the communication module and the comment area

You can comment on the event using the text input field "Your comment..." and the enter key ( Alternatively: "Send"-button). The comment history can be expanded and collapsed. With the help of @-mentions attandees can be addressed directly.

It is also possible to address specific member groups:
  • @all (All users in the room)
  • @pending (All pending users)
  • @going (All going users)
  • @declined (All declined users)
Event mentions
With an @-mention you can address everyone invited or only certain member groups

Extra articles

*Note: To receive a reminder, the event must have been confirmed and a time of day must have been given.

Visualization and filtering in the calendar

Symbols and Colors

The calendar display of the event shows the period and the title, as well as a note for recurrences and / or an activated reminder. To distinguish events from tasks in the calendar, events are marked with a circle and a bright color. The color depends on the room color or the room group. Tasks are displayed with a check mark in a darker color, completed tasks are grayed out.

Event symbols and colors
Display of events in the calendar module
  • Event: circle symbol
  • Tasks: check mark symbol
  • Recurring event / task: recurring symbol
  • Reminder: bells symbol

Weekly and monthly view

The calendar offers a weekly view (button: "Week") and a monthly view (button: "Month") available with dates and the calendar week. The calendar icon allows you to view upcoming and previous entries in a list.

If a hourly grid is required for a better overview, the display can be switched from the classic monthly view to the weekly view.

 Calendar weekly view
Open weekly view in calendar module

Already entered events and the due date of tasks can be edited easily by drag and drop.

Filter/Views

The selected calendar view can be modified and saved according to your requirements by using a filter. To filter the view, click on the "Filter" button in the top center and select the desired options in the drop-down menu.

 Calendar filter
Click on the "Filter" button to filter the contents of the calendar

The filter can also be used to open a member view instead of the calendar view. To do this, click on the Members button in the drop-down menu.

Member view
Open member view via filter

If entries are added in the meantime, refreshing the page may be necessary.

Options for admins

Extra articles

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