We're excited to introduce you to the new calendar and to explain to you what the main features are. In general, the calendar in SpinOffice does not differ very much from the one you are used to, but this calendar has some tools which make this a useful feature. 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 the most important features within there calendar.
7.2 Adding appointments
- Open your calendar via menu option Go To -> Calendar.
- 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 calendar you can add other colleagues, contacts or folders via right-click.
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.
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. 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.
7.7 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 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.