Help: Calendar and Signup Lists

How does the calendar deal with time zones?

You can check your time zone on calendar page.

When you join, the time zone can be set manually or if that hasn’t been done, the system will automatically set the right time zone when you log in for the first time. You can always change it in My info > Account.

Time zone example: if you’re in New York, your time zone should be America/New York and if you’re in Amsterdam or Berlin it should be Europe/Berlin.

 

How do I add items to the calendar?

Just click on a day and – if you are allowed - you will be asked to fill in the description and the time. If you are a workspace administrator, you will be allowed to post the item for the whole workspace.
If you are a coach or trainer, you can also add events to a course timeline and these will be added to the calendar as well. All events will be added to weekly and daily email notifications.

 

How do I create a signup list?

A signup list lets you create a list of time slots with one or more signups each. For example, if you have a group of 6 people that you need to see for 10 minutes, you create an event of one hour and choose 10 minute slots.

The signup list will be added to automatic notifications but you can also click on the title and grab the URL to add to a post or message. See below for examples.

 

How do I create 10 minute one-to-one meetings with trainees? (Example 1)

Click on a day in the calendar and follow these steps.
For this example, we’re planning six short 10 minute meetings.

1. Enter your time range

Time range

Enter e.g. 10:00 - 11:00

Title (example)

Sign up for a coaching session

Description:

Today 4 people can sign up for a coaching session. Click on a white slot. The gray slots are locked.

Who can sign up:

Members

Slot Duration:

10 minutes

Max. Signups

1

 

2. Check signups

Choose the event and click on it. It should contain a list of slots that you can click on. Try it, you can always remove signups with the black dot. Click on the lock symbol (only visible for organizer) to lock a time slot so no one can choose it (e.g. a break). If someone sign ups, they will see the event turn red in their calendar and only their own signups will be added to the email notifications.

3. Tell people about the signup list

Members will receive notifications of calendar events, but you’ll want to ask them to sign up too. Click on the title of the event to open the page view of the signup list. You can use the URL (http://.....) to send the signup list to anyone or add it to a post on the wall.

4. Print the list

Open the event and choose the print button when everyone has signed up.  Print it and you’re done!

 

How do I create a signup list for 25 people for 1 hour?
(Example 2)

Click on a day in the calendar and follow these steps. In this example we’re organizing a 1 hour event for up to 25 people.

1. Enter a time range of 1 hour

Title (example):

Sign up for this 1 hour meeting

Description:

Hurry and signup for this meeting. There is only space for 25 people.

Who can sign up:

Anyone

Slot Duration:

60 minutes

Max. Signups

25

 

2. Check signups

Choose the event and click on it. It should contain a list of slots that you can click on. Try it, you can always remove signups with the black dot. Click on the lock symbol (only visible for organizer) to lock a time slot so no one can choose it (e.g. a break). If someone sign ups, they will see the event turn red in their calendar and only their own signups will be added to the email notifications.

3. Tell people about the signup list

Group members will receive notifications of calendar events, but you’ll want to ask them to sign up too. Click on the title of the event to open the page view of the signup list. You can use the URL (http://.....) to send the signup list to anyone or add it to a post on the wall.

4. Print the list

Open the event and choose the print button when everyone has signed up.  Print it and you’re done!

 

Does the calendar send reminders?

Yes it does. You receive a daily or weekly overview of all items in all groups in one e-mail. A weekly overview is sent on Saturday for the coming week. Each user can change the frequency in the user preferences (My info > Preferences > Notifications).

If you add a signup list, and someone signs up, only that person will receive the reminder.

 

 

How do I link the calendar to Outlook, Google Calendar or other calendars?

Click on the link under the group calendar to subscribe to it in Outlook or other calendars. For privacy reasons this will only work as long as you are a member of a  group.