The agenda in SpinOffice does not differ very much from the one you are used to, but this agenda has some tools which make this a useful feature. We will discuss them in this chapter.
7.1 Screen layout
The agenda screen looks as follows:
In the top grey bar there is the option to toggle through the three views; Month, Week and Day. And there is the option to show only your agenda, the one from any other colleague or the complete office agenda.
In order to keep the agenda orderly, every employee/user has a different color. You can immediately see whether a colleague is available for a meeting and appointments can be created and adjusted. The main agenda is fully integrated and accessible for every user.
Invitations for appointments can automatically be sent to any contact in the database, Shielding appointments from others is also possible.
7.2 Adding appointments
Open your agenda via menu option Go To -> Agenda.
Click on the desired day/time to get following ‘Appointment’ screen.
- Set all details related to the appointment; specific date & time, location, a reminder (cool when in sync with mobile devices), repeats, etc.
For more options, like folder link, assigning to a colleague, adding attendees (and sending invitations) and attachments, click on ‘More settings’.
Click on ‘Save' to confirm.
- Created appointments are clickable and visible. Via the right- click they can be removed, printed and linked to other contacts and colleagues.
7.3 Linking appointments to contacts, folders or colleagues
At the point of creating the ‘Add appointment’ screen is shown, click on ‘More settings’ and this screen gives you the possibility of linking an appointment to a colleague or to invite any contact in your database. The advantage of this is that the appointment will also be stored in the contact’s archive. When an appointment has taken place, it will be listed under communication type ‘Appointments’ in the ‘Communication’ list on the left of the archive.
Besides linking to a contact, a folder can be selected. 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 info on when you had an appointment and with whom.
How to link an appointment to multiple colleagues, contacts or folders? First, make and save a new appointment, and when visible in the agenda you can add other colleagues, contacts or folders via right-click.
Activate ‘Show birthdays’ via Preference option on top of the agenda 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 agenda.
Under the ‘More settings’ button there is the ‘Attendees’ option. Click on that to link contacts in your database to the appointment, and to even invite them via email.
The attendees will receive an email with the option to accept or decline, you will receive a notification on response.
The ‘Recurrence’ option allows you to have recurrence on a daily, weekly, monthly or monthly base with all possible variations.
7.7 Shielding appointments
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. Any other database user will only that the time is blocked, the content cannot be seen.
7.8 Synchronization of the calendar
In both the free Limited as the Pro edition it is possible to sync the calendar in SpinOffice with your mobile devices via a CalDAV account. Go to chapter 14 to read how activate this.