External appointments

External appointments are appointments which are not created with CAS genesisWorld. This includes appointments which have been created within your company using programs such as Microsoft Outlook.

To ensure a functioning invitation management system CAS genesisWorld users should create all their appointments in CAS genesisWorld.

• Appointments in CAS genesisWorld

Normally, you will receive the invitations by e-mail. In the e-mail attachment you will find an iCal file which contains all the appointment information. You can edit the appointment directly in the e-mail. For each participant response an e-mail containing the participant's response is sent automatically to the appointment organizer.

You will receive invitations to external appointments by e-mail. As soon as you call your e-mail client from the Desktop Client the appointment is created in your calendar. You can then edit the invitation directly in the e-mail or in the calendar.

You usually edit invitations in the CAS genesisWorld Desktop Client. You can edit invitations in Microsoft Outlook if you have installed the Microsoft Outlook add-in.

• Transferring appointments to CAS genesisWorld

E-mail functions

Using Display calendar you can display a calendar section. You will see an appointment preview as well as other appointments which have already been entered in your calendar for the respective time period.

With Display message you can hide the calendar section. You will only see the e-mail text.

Functions in e-mail and in appointments

Using Accept you can accept the appointment. Subsequently, the appointment is entered into your CAS genesisWorld calendar and the organizer will receive a message via e-mail.

You can always decline an appointment later which have already accepted if you cannot attend for whatever reason. The organizer will then receive your cancellation by e-mail and the appointment will be deleted from your calendar.

Using Decline you can decline appointments. The appointment is not entered into your calendar and the organizer will receive your cancellation by e-mail.

You can always accept an appointment via e-mail despite having already declined, however, once you decline you will not receive any updates for this appointment. Thus, the appointment information you have, could well already be outdated.

Select Tentatively if you are not sure whether you can attend this appointment. The appointment will be entered into your calender and you name will appear in the participants field, but with a question mark after it indicating your tentative status. The organizer will also receive an e-mail notification.

If you respond to an appointment tentatively, you can still accept or decline the appointment later. Whichever way you decide, the organizer is sent an e-mail message with the relevant information.

Changing appointments

• Accepted appointments are displayed in the user's calender. If one of the participants makes changes to any of the following fields then the organizer will be send a notification by e-mail: Start, End or Notes.
• If the organizer changes an appointment and sends a notification then all participants will receive an e-mail and the original values of the appointment will be overwritten. In the process, any change that participants have made to the Subject, Start, End or Notes fields will be lost.
• If in CAS genesisWorld participants are added to an external appointment, then the organizer will not be notified.
• You can add other CAS genesisWorld users as participants to an external appointment, but not other external participants.

Removing participants

• If a participant removes themselves from an appointment or is removed from the appointment by another participant then the organizer is sent an e-mail informing them of the participants cancellation.
• If the appointment only contains an internal participant and this participant want to remove themselves from the appointment, then he/she must delete the appointment or use the Decline button. The last participant cannot be removed.
• If a previously removed participant is re-added to the appointment, then the organizer is not sent an automatic notification. The organizer will then presume that the respective participant cannot attend.
• The appointment organizer cannot be removed from the appointment.

Changes made by an external organizer

• If the organizer makes changes to the appointment, you will be sent a notification by e-mail.
• You will have to set up reactions if you are changing the start or end times.

As soon as call and open the invitation, it will be entered with the new dates into the calendar. In the process, the status is changed to invited. Now, you can accept or decline again.

Declining through the external organizer

• When declining through the external organizer the appointment is deleted from CAS genesisWorld.
• The organizer cancels the appointment if he/she receives cancellations when resources have been entered for the appointment such as meeting rooms and so on.

Deleting appointments.

As usual, you can delete appointments in CAS genesisWorld if you have been granted sufficient rights.

• Access rights levels

When you delete an appointment, the following occurs:

• The appointment is deleted from all participants calendars in CAS genesisWorld.
• The organizer receives cancellation notifications by e-mail from all invited CAS genesisWorld users who had already accepted.
• Invited participants who have not yet responded, are not given any information and can still accept. If one of these participants accepts then the appointment is recreated.

Restoring deleted appointments

• Deleted appointment are saved to the recycle bin. You can restore a deleted appointment, however, the organizer will not be informed.

• Recycle bin

• An appointment deleted in CAS genesisWorld has no effect upon the appointment saved with the external organizer, thus, it could be the case that the organizer has made changes to the appointment in the meantime, which are then not included in the restored appointment.