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Configuring calendars
Giving users access to calendars
Each user can have only one personal calendar, which is a standard object on the All Users model Desktop. The calendar exists on every user's Desktop and can be opened by the owner. If the user is granted the Calendar privilege by group on a Group Privileges form, or personally on the User Information form, the user can schedule events and can invite other users to events.
When given the "Share calendars" privilege on the User Information form or the Group Privileges form, users can create group, resource, and location calendars just as the administrator can. In addition, because it often makes sense to put public calendars inside conferences to which they apply (for example, location
calendars for meeting rooms inside a staff conference), users also need the Create subconference permission for conferences inside which they may create public calendars.
Setting calendar permissions
As with conferences, you can create group calendars and either set calendar permissions from scratch or add your calendar to an existing calendar group.
Calendar permissions work much the same way as conference permissions. You can control which groups or individuals can view the calendar and to what detail, who can add tasks and events, and who can modify tasks and events. When setting permissions, consider the following:
• what groups or individuals will have access to the calendar?
• will the calendar be in a conference, or added to users’ Desktops?
• what types of access do you want groups to have (read-only, modify, create, etc.)?
Once you have determined how users will use a calendar, use the Calendar Permissions form to set permissions.
Adding calendar groups
Calendar groups allow you to set default permissions for all calendars that belong to the group. FirstClass comes with one standard calendar group, the All Calendars group.
All calendars of all types belong to the All Calendars group and have that group's permissions applied first. These permissions are overridden by the permissions of any calendar group that you create.
Calendar groups are indicated by this icon:
 To add a calendar group:
1 Open the Groups folder on the administrator's Desktop.
2 Choose Admin > Add > Calendar Group.
3 Type the name you want for this calendar group at "Group name".
4 Close the Calendar Group form.
5 Choose File > Properties (Windows) or Get Info (Mac OS X) with the calendar group selected.
6 Select "Protected" to prevent the calendar group from being deleted by accident.
Creating group/resource calendars
To create a group/resource/location calendar:
1 Open the General Conferences folder on the administrator’s Desktop.
2 Open the conference where you want to add a group calendar.
3 Choose File > New > New Group Calendar or New Resource Calendar.
4 Choose File > Properties (Windows) or Get Info (Mac OS/ Mac OS X) to name the group calendar and protect it.
5 Modify the permissions as required.
If the calendar was created by someone other than the administrator, the calendar will automatically belong to the primary OU of the user who created it. If, as the administrator, you want to create a calendar and have it belong to a specific OU, use the FirstClass scripting SETOU command.
Once the group calendar is created and in place, tell users its purpose and encourage them to use it accordingly to improve collaboration and communication.
When individuals are invited to an event created in the group calendar, the event appears to be "from" the group calendar, not the individual creating the event.
Allowing users to schedule by period
FirstClass administrators can create an extra "Period" field on the standard Calendar Event form that includes a pulldown menu with predefined period choices. Users can schedule Calendar events using these period choices, set for specific start times and duration. If you are not familiar with customizing forms and distributing them to your users, see the FirstClass Designer documentation located in Admin Help > Customization Tools > FirstClass Designer.
In an education environment, you can create a "Period" field, and have multiple predefined choices in the pulldown list called First period, Second period, Lunch period, and so on. You can assign a start time and a duration to each of these choices. For example, First period can start at 8:00 AM with a duration of one hour. When a user picks First period from the pulldown list, the correct values for the start and end times will be automatically inserted: starts at 8:00 AM and ends at 9:00 AM.
In a business environment, your predefined entries in the "Period" field might be Morning shift, Afternoon shift, Night shift, and so on.
Regardless of your industry, you follow the same procedure. To create a "Period" field:
1 Use FirstClass Designer to open a settings file that contains the New Calendar Event Form (161).
2 Open the New Calendar Event form.
3 Unhide the static selection field (field ID 1045).
4 Edit the period selections of field 1045 separated by semicolons.
The values at "List" of each item of the popup must be in the format HHMMHHMM, where the first HHMM are the hours and minutes of the start time and the second HHMM are the hours and minutes of duration.
So, for example, if First period is from 8:00 AM to 9:00AM, and you want the first choice to be None, you would type:
None=0;Period 1=08000100;
5 Save your form changes.
6 Distribute the customized form to your users.
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