Calendar

Calendar and meeting management

The “Calendar” section allows you to access details as:

• Meetings and appointments created.
• Invited Meetings and appointments
• Calendar (can be viewed wither daily or weekly)
  • Day view
  • Week view

The calendar on the left allows the user to select a date. The user can delete any appointment(s) / meeting(s) by checking the box of the meeting and clicking Delete.

Meeting/Appointment creation

The user can add a new appointment / meeting by clicking New . The set-up of the meeting is a five step process.

1st step: “Overview” of the meeting

Following information is completed by the user:

• General Information of the meeting: name, start date, end date of the meeting must be completed by the user (please see following page for more details).
• Description: free text field. There, the user can fill the agenda of the meeting. This field is not mandatory.
• Additional Information: read only section, no information filled by the user.

2nd step: “Participants” of the meeting

The user can invite participants to the appointment / meeting. The participants can be selected from the ST6 Company’s users list. In order to invite one or more ST6 user participants, click New. The users can be searched in the ‘Buyer list’ according to the desired criteria – to expand the list of search options, click the corresponding icon.

Contacts are selected by checking the box beside the contact. By clicking Apply , the selected contacts will be invited to the appointment / meeting.

Invited contacts can accept or reject the invitation to the appointment / meeting by clicking on one of these 2 icons in the “Participants” tab of the meeting:

• “Accept’ icon
• “Reject” icon

The initiator of the meeting can follow who accepted or who rejected the invitation in the “Confirmation status” column of the “Participants” list table.

3rd step: Adding “comments” to the meeting

The initiator of the event can describe the agenda of the appointment / meeting or add any additional comments. Invited participants can also add comments.

Click New : a new “Comment” line is added in the “Comments” table. In the “Comment” column of the new line, the user can freely write any comments to be shared. When the user clicks Apply, the comment is saved and readable by the other attendees of the meeting. The column “From” and “Date” in the “Comments” table display relevant information to every attendee.

4th step: Setting meeting invitation and reminders in the “E-mail history”

The initiator of the appointment / meeting can customize the invitation e-mail to be sent to other attendees. They can also customize various e-mail reminders and alerts related to the meeting.

By clicking on the “New e-mail” icon or when editing an existing e-mail to customize it, the user accesses to an e-mail editor providing standard e-mailing feature:

• Choice of an e-mail template if any is available.
• “To”, “Cc”, “Bcc” fields: to choose users to whom the e-mail will be sent. By default, the e-mail will be sent to the attendees of the appointment / meeting.
• Subject: to give a title to the e-mail.
• Format and layout options: to customize the look & feel of the e-mail (please see the picture below for more details about these options).
• Add an attachment to the e-mail.

5th step: “Documents” of the meeting

Last step is to attach documents to the appointment / meeting if this is necessary. Attached document(s) will be available for every attendee of the meeting. Attaching documents to a meeting is exactly the same process of uploading documents in the Documents Management System (DMS). Please see above in this document for more details about the document management capabilities of ST6.