In general, the calendar in SpinOffice does not differ very much from any other calendar client, but our calendar has some smart tools that make it a very useful and distinctive from others. We will discuss them in this chapter.
7.1 Screen layout
The calendar screen looks as follows:
In the top grey bar there is the option to toggle through the months/week/days, depending on the View. Click on the View arrow to select your preferred view.
Right next to that, you have the Users option where you can select the calendars of your colleagues whether to show or not in your calendar screen (paragraph 7.8 below).
Under the 'gear wheel' icon there are some extra options and preferences, which will be discussed in paragraph 7.8 below as well.
In the calendar you see different colors for each event. These are based on the type of the event, so called 'Activity'. Manage these activities when you're on the main Contacts screen, menu option Administration > Activity codes. Once the activities are made there, you can select them in your calendar. Add an activity to an appointment to make clear that the event is sales related, internal, service, etc..
In the week and month view your calendar has the 'List view' in the right sidebar. It gives an overview of all events of the day selected.
Further more, invitations for appointments can be sent to any contact in the database, appointments can be marked as private and printed out.
In the following paragraphs we discuss all features in the calendar.
7.2 Create new appointment
- Open your calendar via menu option Go To -> Calendar.
- Double-click on the desired day/time to get following ‘Appointment’ screen.
- Set all details related to the appointment; specific date & time, location, participants, a reminder (cool when in sync with mobile devices), recurrence, etc.
- Click on ‘Save' to confirm.
- Created appointments are instantly shown in the calendar of the assigned user(s).
- Use the right-click on a calendar item for many options (e.g. delete, duplicate, mark private, print, jump to contact, or to link the event to other contacts, folders or colleagues)
7.3 Set up recurrence
The ‘Recurrence’ option allows you to have recurrence on a daily, weekly, monthly or monthly base with all possible variations. Click on Repeat when creating an appointment to set this all up.
Once you make an exception in a recurrence, the individual event is disconnected from the serie.
7.4 Linking appointments to contacts, folders or colleagues
When creating an appointment you have the option to link 'participants' (=contacts in your database) to an event. This is a useful for three reasons. When a contact is linked to an appointment, the event will be stored in the contact’s archive. Besides that, it is clear for you and your colleagues with whom the appointment will take place. And, after creating the event you can sent the appointment by mail to all linked contacts (see paragraph 7.6 below how to do that)
Besides linking an event to a contact, the appointment can be linked to folders. This makes a folder more complete than just a collection of files. For instance if you are working on a project with multiple contacts, it is easy to retrieve information on when you had any appointments and with whom. Use the right-click on any event in the calendar and select the 'Link to folder' option.
When you assign an event to multiple colleagues, the event will be shown in their calendar as well.
7.5 Showing birthdays
Activate ‘Show birthdays’ via Preference option on top of the calendar screen. The date of birth field on the contact card will be picked for all active contacts in the database and will be shown in the calendar.
7.6 Sending appointments by email
When creating a new appointment, if you link contacts to an appointment, you are immediately offered the option to save the appointment and send it as an attachment.
- have you added only one relationship linked to it; SpinOffice opens a new email window with the appointment in the attachment.
- have you added multiple relationships associated with it, SpinOffice asks if the mail can be sent. If you choose Yes, SpinOffice will jump to your Drafts folder where the messages are ready.
Do you are planning to use the option to send the appointment as attachment frequently? Then create a standard email template and add it in menu option Administration > Action types as action type "Calendar". When done, this template will automatically be called in the future if you want to send the appointment as an attachment.
Once an appointment is saved in your calendar and linked to any contact in the database, use the right-click option 'Send as attachment' on the event to send it as .isc calendar file by mail to the linked contact. In SpinOffice, a new tab is opened where you can select an email template and to add a personal message.
The participant / receiver of the mail can add it to his calendar simply by opening the attached file in the email.
7.7 Marking appointments as private
After the appointment has been made and saved, use the right-click on an appointment to have to the option to mark the appointment as private. Nobody, unless you have admin-rights, will see the content of the event. A hand icon is shown and only the time is blocked.
Colleagues that are linked to a private appointment are able to see the content of the appointment.
7.8 Gear-icon menu options in right corner on top
Click on the arrow next to the gear-icon for extra options.
The first three options (Zoom in/Actual size/Zoom out) allows you to select the preferred view/font size.
Print and Refresh is clear what it means, we think.
Preferences allows you to change the day to start the week with (Sunday or Monday), the time interval on a day (15, 30, 45 or 60 minutes) and the color scheme, the option to 'Show shared events separately' instead of combined and the option to disable/enable the right list view 'Show list view in right sidebar'.
7.9 Color schemesPro feature
In the Pro version you have the option to change the color scheme of the calendar into Anthracite Grey (default), Dutch Orange or Emerald Green. On Save the change is instantly made.
The color scheme is a company preference, the change affects all users.
7.10 Calendar sharingPro feature
In the free version of SpinOffice you share you calendar with all users. Once you're a Pro user, you can define with which colleague(s) you want to share your own calendar with. Tick the users that may get access to your calendar and click on Save to confirm.
In your SpinOffice calendar, under 'Users' you see the list of all calendar that you have access to.
So it works both ways; you give access to others (they have your calendar in theirs) and they should give you access to their calendar in order to see it in yours.
7.11 Synchronization of the calendar
In both the free Limited and the Pro edition it is possible to sync your personal calendar in SpinOffice with your mobile devices via a CalDAV account. The sync works both ways.
Go to chapter 14 to read how activate this.