Overview
The Appointment Calendar allows users to store and share their schedule with other users in the system.  Users add an appointment by double-click on the wand icon line, which is the top line of each day's list.  Appointments can be shared (the default) or you can click the "Personal" option to keep the appointment from showing up on anyone else's calendar.

The Toolbar
The toolbar at the top of the daily calendar has these features:

New - Opens the 'Add New Appointment' dialog with today's date.  See Adding/Editing Appointments below.

Delete - Deletes the selected appointment from the calendar. Please note that there is NO undelete on the Company Calendar.

Print - Opens the print menu with all available print options as defined in the Report Designer.

<<Today>> - Click the left arrow button to move the calendar to the previous week. Click the right arrow button to move to the next week. Click 'Today' to bring the calendar back to today's week.

<<Month>> - Click the left arrow button to move the calendar to the previous month; the right arrow button moves the calendar to the next month. The displayed month shows between the arrow buttons.

<<Year>> - Click the left arrow button to move the calendar to the previous year; the right arrow button moves the calendar to the next year. The displayed year shows between the arrow buttons.

Select Date - This pops up a calendar for selecting a specific date. Click 'OK' to move the calendar to that date's week.

Appointment List

Clicking this button opens the Appointments reminder IF you have appointments for today. See the section below called The Appointments List Reminder for more information.

Adding An Appointment
Double-click on the first line on the appointment day (on the Wand icon, with the ~~~) to add a new appointment. The 'Add New Appointment' dialog will open with the day's date already selected. See the Help topic on this dialog's toolbar for more information.

Copying/Moving An Appointment to Contact Notes
The Company Calendar is integrated with the CRM/Contact Notes, providing a method to simply right-click on an appointment and copy or move it to a new Contact Note.  Copying an Appointment leaves it in the Group Calendar; moving an Appointment removes it from the Calendar.  You can also copy or move an Appointment to Contact Notes in the Appointments worksheet by selecting it, then clicking on the "Utilities, Copy/Move Appointment" menu item.

The Appointments List Reminder

Click here for information on using the Appointments Reminder.

Adding or Editing Appointments

The Appointment dialog is opened by double-clicking on the 'New' wand on the Daily Appointment calendar, the 'New' button on the Daily Appointments Toolbar or by double-click on an existing appointment to edit it.

These are the available fields; please note you can set a default for any of the fields with an asterisk (*) at the end of their names, which will automatically fill in when you create a new appointment.

Description - This is a required field; enter a short description of the appointment or to-do; this value will be displayed on the calendar after the start and end times.
Start Date - Enter the appointment date; this is a required field. You can also double-click to open a selection calendar to choose a date.
End Date - Enter the end date of the event if it's different than the start date. When an event is spread across multiple days, a separate appointment is created for each day.
Start Time/End Time - Select the start and end times from the drop-down lists if the appointment is scheduled for a specific time period. If the event is an 'all day' event, check the 'All Day Event' checkbox instead.
Alert Icon - This sets an icon to be displayed on the appointment as a visual reminder.
Repeat... - Selecting anything EXCEPT 'None' will mark the appointment as a recurring event, which means that the appointment will Repeat... Daily, Weekly, BiWeekly, Monthly, Monthly-4Wks (every 4 weeks, which keeps appointment on the same day of the week), Quarterly or Annually, automatically.
Personal - Checking this means that regardless of how Security is defined, no one else sharing this database will see this appointment. This means you can add your own personal appointments so that when YOU view your calendar you have a complete picture of your schedule. NOTE: Not even System Administrators can see other users' 'Personal' appointments.

Link to CRM

Click this button to display a list of all Company IDs from the CRM/Company page.  Choose the Company that this appointment is about and then check one or more of the Contact Names in the checked list box to add them to the appointment.  Click OK to close and return to the Appointment details.

When an appointment is linked to a CRM record and you choose to copy or move the appointment to Contact Notes, the company name and contact is automatically selected.

Attendees
You can enter the names of others who are involved in this appointment by clicking the 'Add' button. If this appointment is related to a Company or Company Contacts, click the "Choose Company Contacts" button to display a drop-down list of all Company records in the database. When you choose the Company, all related Contacts are available for selection and will be displayed in the 'Attendees' list when you click 'OK' on the 'Choose Company Contacts' dialog. Check the 'Add my name to the list' to put your own login name into the list.

Add My Name To The List
Checking this adds the editor's name to the list without manually doing so. This is a 'sticky' option; the next time you open this window, it will retain the last value you chose.

Comments
Enter any other relevant comments or notes about this appointment. This text is displayed on the far right of the Daily Appointment toolbar when the appointment is selected on the Calendar.