Creating and editing appointments

An appointment is an activity with a precisely defined time interval, e.g. training on Monday, 9:00 to 18:00.

Important information

The behavior of fields and the way they are displayed depends very much on the edition you are using, and your administrator's settings.

The fields and tabs displayed in your version of <Product> can deviate from the descriptions in help document. The display is dependent upon the edition, the add-on modules being used, and individual customizations such as those made by the administrator. This can result in either more or fewer fields and tabs being displayed, or the names and definitions of fields and tabs deviating from the descriptions found in the Online Help.

The fields and tabs displayed in a data record can also change, when you select certain entries in the Type field.

Mandatory fields are an option data records. Please keep special considerations in mind if you, for example, import data which use the replication function or other modules.

Checking mandatory fields

Creating and editing appointments

Enter the Location of the appointment. You can also search or filter for this field.

You can avoid parallel appointments or appointments for participants on holiday with the overlap warning feature.

When you enter participants into the Participants field directly, upon leaving the field overlaps for this participant are displayed immediately. Users, groups or resources that already have an appointment are displayed in the appointment data record window directly below the tabs. The start and end times should have already been entered. This is how you find a vacant meeting room or, any other available resource.quickly.

You enter users, groups, or resources directly into the Participants field.

Data record participants

If the invitation management is activated, you can also enter e-mail addresses in appointments.

Appointments in CAS genesisWorld

Alternatively, you open the Select participants window using the corresponding button.

Select participants window

If you wish to maintain a certain level of data protection, then you should activate the private or confidential options.

Thus, you limit the external access rights.

When SmartSearch is activated you will see overlaps quicker. Then an overlap check is carried out while you are still typing and you will be able to see whether the users, groups or resources you want to book are available depending on the color-coded highlights. Your administrator activates SmartSearch in the Management Console.

A colleague has no time for an appointment and agrees to a phone call instead. Another scenario could be that you use a task instead of an appointment to inform your colleagues.

Click Transform to in the File menu of the data record window.

The following menu shows you which data record you can create from the open data record.

Contents of the shared fields are copied to the new data record whereas the original data record is deleted.

This function can be activated by drag and drop, i.e. by dragging a data record from a list to another list or to the calendar.
Appointments, tasks, jobs or holidays can all be transformed into each other.

An appointment with external participants cannot be transformed into another data record type.

Appointments in CAS genesisWorld

You can transform a phone call into an appointment.

You can keep you colleagues informed of external appointments at a glance. It is worth noting that you can also search or filter for this field.

Select the Out of office option in the form of an appointment.

Your colleagues will see if you are not available in the office. The appointment is marked with an icon in your calendar.

On the General tab, you enter values in fields such as Subject, Start, End as well as setting reminders for yourself for holidays and so on.

Enter the date and time directly and click the icon.

The duration is entered automatically. If you change the value in this field, then the End field is automatically changed as well.
Appointments which you have given an All-day duration to, are displayed directly below the data and week day in the calendar area. You should use the all-day appointments designation for special events such as summer fetes, anniversaries, jubilees and so on. The day is not blocked, you will still be able to enter appointments for this day.

The program also checks for overlaps. For all-day appointments administrator presets are available for the overlap warning.

Checking for overlaps

When creating an Activity you have to select whether you want to have a reminder for all participants, or only for you, you do this in the first drop-down list.
Activities are data record types and include appointments, tasks, phone calls, jobs, and holidays.

You manage all activities similarly. For example, you create or edit data record types or lists the same way for all data record types.

If a number of participants is entered, each participant can reschedule the reminder individually.

In the second drop-down list, you can select when you want the participants or yourself to be reminded of the activity. The input refers to the start time of the respective data record.
If you select, at scheduled time, then two more fields are displayed. Enter the precise time of your reminder in these fields.

The All (Public) participant is not reminded.

When the reminder is activated, a window in which the activity is displayed opens.

When using Remind again the default value is 5 minutes. You can change these settings anytime.
Using Confirm you acknowledge the reminder. This information is then saved. Once a reminder has been confirmed you will no longer receive reminders - even if you change the start time for the respective data record.
Each participant can set Remind again or Confirm for themselves separately.
With the Remind all again button, or Confirm all you reschedule or confirm the reminder for all participants.

Category: clicking the icon to the right opens the category window with input help. Tick the checkbox in the right column to assign a category to the current data record.

If you enter a category manually it must match a category of the selection window. If the entry does not match, the input is rejected.

Tags: Enter here a short comment for the data record or some tags.

Parent displays the primary link of a data record.

Data records that are linked to each other via primary links, are displayed as links. By clicking these links, you can open the respective data records.

Entering/editing primary links

Type and Status are drop-down lists, in which you can select an entry from a list by means of input help. These fields are only available in the Premium Edition.

The values suggested and displayed in the Status drop-down list are automatically determined by the value you select from the Type drop-down list, and as such regarded as suitable responses to the Type field value.
Selecting an input value in the Type field can trigger a variety of functions.
Data records can be completed consistently using the input help options for the fields and with the help of various other functions too. In addition, the exact information required is available in the data record.

Your administrator defines the input help options for type and status as well as the functions which depend on them.

Type and status: Functions and examples

Special functions for appointments

Do any of your appointments or other activities occur on a daily, weekly or monthly basis?

If an appointment is optional, you can still invite participants. The invitees ´can then decide for themselves in CAS genesisWorld whether they want to accept or decline the appointment.

When invitation management is activated, you can also invite participants who are not users of CAS genesisWorld.

You can organize and create online meetings for Microsoft Teams in CAS genesisWorld for your colleagues.

If you have linked addresses with the appointment, you will also be able to send these persons an e-mail with an iCal file containing the appointment. This function is only available when invitation management is not activated.

You can send appointments using e-mail and, export and import them as iCal files. This enables you to inform others of appointments even if you do not have CAS genesisWorld.

If one of your appointments in the Microsoft Outlook calendar also has to be available in CAS genesisWorld, then you can transfer the appointment.