QuickAdd Appointment Menu

The QuickAdd Appointment menu is an abbreviated version of the more complete Appointment Details menu.

Use the QuickAdd Appointment menu to create appointments when you don't need to add attendees.

To see additional options such as viewing the availability of a person, location or resource, customizing a repeat pattern, adding attendees and adding notes to a meeting, click on the 'More Details...' button at the bottom left of the QuickAdd Appointment menu.

Tip: If you constantly need to add attendees to appointments or need to customize more appointment details, you can bypass the QuickAdd Appointment Menu by going to the Preferences tab, choosing Calendar, unchecking 'Use the QuickAdd dialogue when creating new appointments' and clicking on the 'Save' button.

1. Navigate to the Calendar tab in SFU Connect.

In your calendar, double click on the date in which you would like to create an appointment. Or, in the Day, Week, Work Week or Schedule views, you may also click and drag to select a time frame.

2. The QuickAdd Appointment Menu should pop up after you release the mouse button.

3. Type in a subject for your meeting. You can also optionally add a location as well.

4. By default, appointments are set to show as 'Busy' and marked as 'Public'. You can pick a calendar to organize your appointment in.

5. Select the dates and times for the start and end of the appointment.

6. You can also set a repeat pattern and a reminder for your appointment. When done, click OK to finish.

7. The new appointment has now been created and should appear in your calendar.

Appointment Creation Menu

The Appointment Creation menu offers all customization options available for appointments.

Summary of additional options:

  • Search/add attendees
  • Search/add locations
  • Search/add resources
  • Add meeting notes
  • Customize a repeat pattern
  • Mark as an All Day Event
  • Add attachments
  • View free/busy times

1. Navigate to the Calendar tab in SFU Connect.

2. Click on the 'New' button near the top left of the screen to create a new appointment. You can also click on the triangle just to right of the 'New' button and choose 'New Appointment'.

3. The Appointment Creation Menu should appear. There are the options to add attachments, check spelling, change the formatting (HTML or text), or request responses.

Notice how the Appointment Creation window will open in a separate internal tab inside your SFU Connect.

By opening in a separate tab, it allows you to navigate to any of the other tabs in your SFU Connect and come back later to your Appointment Creation menu.

You can open multiple Appointment Creation tab for a second appointment.

Also notice how when you hover with your mouse over the Appointment tab, a red 'close' button will appear. When clicking it, the tab will be closed without saving any changes.

Setting Free/Busy Status & Access Levels

In the Appointment Details tab, you can enter the main details of the appointment. By default, appointments are set to show as 'Busy' and marked as 'Public'. You can set your appointment as private by marking the checkbox beside the word 'Private'.

Note: By default, any SFU Connect user can only see whether you are free or busy for a meeting; they cannot see the details of your meeting unless you share your calendar with them. Marking a meeting as 'Private' will hide the meeting details from those with whom you have shared your calendar. To view more details on sharing, see the 'Sharing Calendars' How-To Guide.

You may also change the destination calendar in which you want to create this appointment, which is automatically set to your main (default) calendar.

Additional notes regarding the meeting can be entered in the large field at the bottom of the page. Using the toolbar, you can customize the HTML formatting of the message. These notes will be included in the email notification to all attendees.

Select or type in the dates and times for the start and end of the appointment. You can select the 'All day event' check box, which makes the appointment an all day event. All day events will block off your entire day as 'busy', and will be displayed on the top of most calendar views.

You can set up the time in half hour or even 15 minutes increments.

Setting up Reminders

A repeat pattern and reminder time can be selected from the drop down menu. To customize the repeat pattern, choose 'Custom', or click on the blue 'Customize' link, which will bring up a more options. See the Creating & Customizing Repeat Patterns section of this guide for more information.

Now you can also send reminders to an email address of your choice. Click on the 'Configure' link.

A new screen should open. Under Notifications By Email you can type the email address where you would like to send the reminders. Note that you can only set up one email address. Once you are done click on the 'Save' button.

A checkbox with the email address entered in Notifications will now appear. If you check this checkbox, an email reminder corresponding with the pop up reminder setting will be sent.

Those appointments that have reminders will pop up according to their settings. Alerts for overdue appointments will still pop up when you log into SFU Connect.

Adding Locations & Resources

Note: Before adding locations and/or resources to your appointment, please ensure that you have permission to book them. Locations/resources that have booking restrictions will have '[R]' at the end of the name. If you do not have permission to reserve a particular location or resource, a prompt will indicate that you do not have permission to book that location or resource. Contact the department's location/resource manager (seen in the Contact column of the search results) to find out more about their booking policies.

There are two methods of adding locations to an appointment:

  • Begin simply typing a location name in the field if you already know it. The system will attempt to find a list of matches based on your entry. If you do not wish to request a bookable location, simply type in the name.
  • Or click on the Location button and perform a search using the Locations Finder window. You can then double click on the location to add it to the locations list for this appointment, then click on the 'OK' button.

To add resources to an appointment you must click on the 'Show Resources' link on the right side of the Location text box, so a new 'Resources' button will appear under the Location button followed by its own text box.

There are also two methods of adding resources to an appointment:

  • Begin simply typing a resource name in the field if you already know it. The system will attempt to find a list of matches based on your entry.
  •  Or click on the Resources button and perform a search using the Resources Finder window. You can then double click on the location to add it to the resources list for this appointment, then click on the 'OK' button.

Adding Attendees

There are two methods of adding attendees to an appointment:

  • Begin typing an attendee's name in the field. The autocomplete feature will attempt to find a match based on your entry.
  • Or click on the Attendees button and perform a search using the Attendees Finder window. You can then double click on the attendee to add it to the attendees list, then click on the 'OK' button.
  • When you see a red bubble around an attendee's name, it means that person is not available during the selected time.

'Request Responses'

You will notice there is an 'Options' button in the top menu of the Appointments creator. This button contains a checkbox 'Request Response' which is always activated by default.

When checked, you will receive attendees' email responses (Yes, I will attend; no, I will not attend, etc.) and you will be able to see their responses on the Schedule of the appointment as well.

When unchecked, you will not receive attendees' email responses, nor will you be able to see their responses on the Schedule of the appointment.

Note: If your attendees are using a desktop client (e.g., Thunderbird) or a mobile device to accept or decline meetings, or if you have invited a maillist, you will still receive their responses.

Checking Availability

To check the availability and/or time conflicts of the attendees, location or resource, click on the Show link by the word 'Scheduler'. Also note that the 'Scheduler' will automatically appear when adding attendees, locations, or resources.

The organizer will appear at the top of the notes text box. The green line indicates the proposed start time, and the red line indicates the proposed end time.

The availability of time slots is marked as follows:

  • White = Free
  • Gray = Non-working hours
  • Blue = Busy
  • Light Blue = Tentative
  • Beige = Unknown (user does not wish to display free/busy information)
  • Purple = Out of Office

Once you have finished entering the appointment information, click on Save & Close. If there are any attendees, a notification email will be sent automatically.

Your appointment should appear on the calendar.

Creating Repeat Events

When creating a repeating event, enter a time for the event.

In the repeat menu, select a repeating pattern such as repeat evey day, every week, or select a custom pattern.

Custom repeat patterns feature useful settings for creating specific repeated events. You can repeat every other day, repeat only a few days, and you can also specify exactly when these events end.

Click OK to save the event. All future events should also appear on the calendar.

Editing a Repeating Pattern

Editing a repeating event shows two options:

  • Modify this instance will apply the change once to the selected event
  • Modify the series will apply the change to all future events

If the repeating event is shared with attendees, changes will also apply to their calendars.