Differences

This shows you the differences between two versions of the page.

--- services:calendar:attendee [2013/04/16 13:46]
marina
+++ services:calendar:attendee [2021/12/09 12:35]
giunta removed
@@ Line 2: / Line 2: @@
 ==== Activate an Attendee Invitation ====
-You can send an e-mail to **invite one or more** SISSA **users** or external users to participate at the specific event clicking on **Invite Attendee** on the //Event window// //**toolbar**// .\\
+Every user having a SISSA e-mail box could be “an event organizer” and could invite some //SISSA users// or //users with NO SISSA e-mail box// to attend at his/her event. This event could belong to:
+   * one of the "event organizer" calendars OR
+   * a //shared calendar belonging to another user// but on which the "event organizer" have the access right to modify or/and add a new event.
-This e-mail include CalDAV event objects, if the invited users use SISSA calendar or an external calendar program, he/she can confirm his attendance selecting this event on his/her calendar (generally from his/hers //Personal Calendar//) or on a calendar shared with the meeting organizer.
+An e-mail, containing the information inserted by the organizer about the event, will be sent to the attendees.\\
+This e-mail include CalDAV event objects, if the invited users use SISSA calendar or an external calendar program, he/she can [[#How to reply at an attendee invitation|confirm his attendance selecting this event]] from his/her calendar main window.
-To invite participants follow those steps during creation or modification of the event:
+If you are an "event organizer", you have to a include the e-mail address of the attendees **during the creation or modification of the event**, so:
-  * **1)** click on **Invite Attendee** icon in the toolbar of the //event window//:
+  * **1)** click on the **Invite Attendee** icon in the toolbar of the //event window//.
 {{:services:calendar:event_-_invite_attendees_button.jpg|Invite attendee button}}\\
-Another dialog window appear:
+Another window will appear:
-  * **1)**the first field on the left contains organizer's name and e-mail address (in the example it start with "//HE//" the last part has been deleted for privacy);
+  * **1)** the first field on the left contains the organizer's name and e-mail address (in the example it starts with "//HE//" the last part has been deleted for privacy);
   * **2)** the red line is the actual time, the blue rectangle is the time reserved to the event;
   * **3)** click on **Add Attendee** to insert **attendee e-mail address**;
-     * on the left the dialog window will change, allowing you to insert attendee e-mail addresses. Add how many attendees as you need ...  You should modify the participant type clicking on the icon positioned on the left of the name.
+     * on the left the dialog window will change, allowing you to insert attendee e-mail addresses (if the attendee is a SISSA user, writing his/her name or a part of it, the program will show you a list of users from which you can select the right one). Add how many attendees you need ...  You should modify the "participant type" clicking on the icon positioned on the left of the name.
-  * In the following example...
+  * . . . . . . . In the following example we inserted three attendee e-mail addresses . . . . . . .
-  * **4)** the second field contains a SISSA e-mail address and it is followed by grey color because this SISSA attendee is free or he wish appear as free (he activated the **Show Time as Free** option in his events taking place at the same time frame).
+  * **4)** the second field contains //a SISSA user e-mail address// and it is followed by **gray** color because this attendee is free or:
-  * **5)** the third field contains an external e-mail address, and it is followed by pink color because it is not possible for the program check if he is busy or free;
+      * this attendee could have activated the **Show Time as Free** option in his events taking place at the same time frame or
-  * **6)** the fourth field contains a SISSA e-mail address of a user let the organizer to check if he is free or not during the frame time of the event. So the gray colored area indicate free hours, blue area indicate busy hours because
+      * he/she could have set the **None** access right to his/her calendars.
-  * **7)** To confirm the attendees list clicking on **OK** button, but IF there is not one conflict between your event timetable and the busy timetable of the attendee, this window will be closed, OTHERWISE....
+  * **5)** the third field contains a NO SISSA user e-mail address, and it is followed by **pink** color because it is not possible for the program to check if he/she is busy or free;
+  * **6)** the fourth field contains a SISSA e-mail address of a user who allowed the organizer to check if he is free or not during the frame time of the event. So the gray colored area indicate free hours, **blue** area indicate his/her busy hours;
+  * **7)** **To confirm the attendees' list** and close this window, //click on// the **OK** button. IF there is one ore more attendee events which timetable conflicts with the timetable of your event, a message will appear: //**A time conflict exists with one or more attendees. Would you like to keep the current settings anyway?**// To confirm the attendees list, **click on** the **OK** button of the message window.
-{{:services:calendar:cal-att1b.jpg|}}\\
+{{:services:calendar:cal-att1b.jpg|Insert carefully NO SISSA users e-mail address}}.\\
+In the //event window//,
+   * **1)** now you can see attendees' names (or an e-mail address if it's an external account),
+   * **2)** to confirm the inserted/modified event data, click on **Save and Close** on the top left of the //event window//.
-If there is one ore more timetable conflicts you have to confirm or not the attendee list bif
+{{:services:calendar:cal-att3.jpg|Please note the event belongs to a shared calendar.}}\\
+----
+RETURN to [[:services:calendar:sogo_overview|SOGo Calendar web interface overview]] page.
+----
+==== How to reply to an attendee invitation ====
-In the //**event window**// now appear the attendants names (or an e-mail address if it's an external account). On the top left of the //event window// click on **Save and Close** to activate the event or to confirm any changes.
+Every user having a SISSA e-mail box can be "an event organizer" and **invite you** to his/her event.\\
-/**{{:services:calendar:event_-_invited_attendees.jpg|}}*/
+**You will receive an e-mail** containing the information inserted by the organizer about this event.\\
+In your main calendar window, **you can see this event surrounded by a "dotted line"** and you can reply about your participation at this event.
+Remembering that the content of every calendar is displayed** only if there is a check** in the square box next to its name ... please NOTE ... **this event could belong to**:
+  * **your //Personal Calendar//** or
+  * ** a shared calendar (not yours)**  that is present in your calendars' list...
+       * PLEASE NOTE: if you have the access rights **Modify** on this shared calendar, you do not see this event surrounded by dots and you CANNOT reply as indicated below.
+To reply to the "event organizer", **double click** on the event. In the following example we choose the //Day view// and the event name is "strings lesson II". \\
+{{:services:calendar:cal-att4b.jpg|In the image there is a standard event ("Convegno") too.}}\\
+\\
+A new window will appear:
+  * **1)** In the example the "event organizer" is "//HE//" and **2)** the attendee who is replying is "//Mari//";
+  * **3)** expand the reply drop down list;
+  * **4)** choose your reply;
+  * **5)** confirm and close the window clicking on the **OK** button.
+{{:services:calendar:cal-att5-6.jpg|Choose your reply.}}\\
+\\
+The **//background color gradient//** of the event and its **//contour//** will change depending on the kind of your reply. In the following example, we reply "//I will attend//".\\
+{{:services:calendar:cal-att7b.jpg|Compare the two events shown.}}
+----
-RETURN to [[http://www.itcs.sissa.it/services/calendar/sogo_overview|SOGo Calendar web interface overview]] mainpage.
+RETURN to [[:services:calendar:sogo_overview|SOGo Calendar web interface overview]] page.
 ----
-==== How to reply at an attendee invitation ====
-**THIS SECTION IS UNDER CONSTRUCTION**!!\\
-If some invite you to be present at one of his event (for example for a lesson), you will receive an e-mail containing the information inserted in this event.\\
-From the main calendar window, you will see the event you have been invited surrounded by a "dotted line". \\
-If you share a calendar with the user which manage the lessons, this event will belong to //this shared calendar//, otherwise it will belong to your //Personal Calendar//.
-Obviously the content of every calendar is displayed only if there is a check in the square box next to its name.
-RETURN to [[http://www.itcs.sissa.it/services/calendar/sogo_overview|SOGo Calendar web interface overview]] mainpage.