Calendar Resource Guide
- What is a Resource?
- Resource Owner Responsibilities
- Scheduling a Resource
- Resource Information
- View Resource Agendas
- Logging in as a Resource
- Reply to Agenda Requests for Resource
- Access Rights — Designate
- AAccess Rights — Scheduling
- Access Rights and Email Notification
- Resources and Holidays
A resource is an inanimate object that has its own agenda such as a conference room, vehicle, or other equipment. Each resource has only one owner who is responsible for setting up initial access rights for the resource and for replying to requests for the resource. Multiple Calendar accounts can have designate rights to resources.
Resource Owner Responsibilities- Determine and assign designate rights for "Default: Any unlisted person" and for others as appropriate. See Access Rights - Designate below. The initial/default setup for all resources and users (people) is no designate rights. To change rights you must logon to the resource. Also, set or change the logon password for the resource.
- Grant viewing privileges for "Default: Any
unlisted person" and for other users as appropriate.
Note: If nothing is selected in the View tab, then users cannot see anything, which displays no blocked time, ergo no conflicts for meetings. - Reply to Calendar agenda requests or telephone requests for resource use.
Conference room resource use must be authorized by the appropriate department. Some conference room agendas/schedules on campus can be viewed and requested in the calendar, but authorization for use must be obtained by contacting the person responsible for the conference room. A resource is requested or invited in an agenda the same way that people are invited in agendas as follows.
Note: The Location box on the General tab of the agenda entry is text-only and does not add an agenda entry (event) to a resource’s agenda.
- Create an agenda entry - The New Agenda Entry
dialog box can be opened three ways:
- You can select New Entry from the Agenda Menu,
- click on the toolbar or
- double-click a time slot on the Daily and Weekly Agenda pages, or a day’s grid square on the Monthly Agenda page.
- Use the Resources tab of the dialog box to invite
resources to your Agenda Entry.
Type r:, re:, or res: followed by the resource’s name.
An Information button will appear on screen when you select a resource from a Search and either double-click the selected resource’s name or choose Information. The box contains the information available about the resource you have selected. The information displayed here is entered by the System Operator when they add a resource into the system.
The information displayed here can only be edited by the System Operator.
When you have finished, choose OK to return to the Search dialog box.
View Resource AgendasTo view the Agenda of a Resource:
- Open an Agenda:
- choose the "clock" button on the toolbar , or select the File Menu, Open Agenda, An Agenda.
- Here you choose whose Agenda you want to open and how you want to open it.
- Select "View the Agenda of:".
- Type r:, re:, or res: followed by the resource’s name.
- Choose the check-mark button to accept the name. This will open that Agenda.
- Choose the X button to cancel. This will erase the user’s name from the edit box. The user’s Agenda will not be opened.
You can sign in to the system as a resource, provided that you know the appropriate password. However, you should not work as the resource while logged in as it.
When you sign in to the system as a resource you will only have the following capabilities:
- changing the assigned Access Rights (setting modification and scheduling rights for other users on the system);
- changing the password for signing in as the resource.
Whenever you need to work as a resource, you should do so as a designate.
To work as a designate for a resource, you must sign in as the resource, grant yourself the necessary designate rights, and then access the Resource’s Agenda as a designate from within your own Agenda.
Reply to Agenda Requests for ResourceTo reply to requests (agenda entries) for a resource, you must have Designate rights to the resource. Whenever you need to work as a resource, you should do so as a designate. To work as a designate for a resource, access the Resource’s Agenda as a designate from within your own Agenda.
Open Resource Agenda as a Designate:
1. Open the Agenda:
- choose the "clock" button on the toolbar , or select the File Menu, Open Agenda, An Agenda.
2. Select "Modify, as a designate, the Agenda of:".
3. In the list box below, those users who have granted you designate rights will be displayed. Select the user or resource for whom you wish to work as a Designate from the list.
4. Choose OK and the selected user’s or resource’s Agenda will be opened.
Display information about an agenda entry by either:
- double-clicking the Entry in your In-tray (if you have set your Preferences for this option),
- double-clicking the Entry on your Agenda page, or
- selecting it on the Agenda page and choosing Open Entry from the Agenda Menu.
If other users have been invited to the Agenda Entry, the changes you make will automatically appear in their Agendas as well. If you change the time or date of the Agenda Entry, it will appear as a new Entry in their In-tray.
Reply to the agenda entry by selecting the Reply tab of the dialog box .
To send an e-mail message about your reply, click the mail icon (it shows people and an envelope). This will call up the Mail Message dialog box.
Choose OK only when you have made all your changes (on all the tabs of the dialog box).
The Access Rights dialog box (Options Menu, Access Rights) lets you give designate rights to others. Here you decide which of your Entries other users can view in your Agenda, and how much information about them they will see (for example, when they are working with a Group Agenda). Furthermore, you choose default settings for Access Rights in your Agenda in this dialog box.
You can also block other users from the possibility of inviting you to Entries here.
Choose what rights each designate will have in your Agenda using the Designate tab of the dialog box. These rights can also be changed here.
1. To grant designate rights to another user, select the person’s name from the list of users with special Access Rights shown in the list box. If the name is not already in the list, add it using the edit box. Once you click the checkmark button, the name will be added to the list box.
2. Use the check boxes on the Designate tab to choose what rights you want to give the individual designate to work with your Entries for each access level. You can choose between three options for every access level:
View times only: The designate will only have the right to view the times on which you have Agenda Entries scheduled (if you choose this option, the designate will not see Notes or Day Events with this access level in your Agenda).
View/Reply: The designate will have the right to view your Entries completely, as well as the right to reply to invitations in your name.
Modify: The designate will have the right to modify your Entries.
You can assign different rights to different types of Entries, according to the access level you have assigned your Entries.
Normal Entries: The designate will be able to view or edit Entries you have given "normal" access.
Confidential Entries: The designate will be able to view or edit Entries you have given "confidential" access.
Personal Entries: The designate will be able to view or edit Entries you have given "personal" access.
Public Entries: The designate will be able to edit Entries you have given "public" access. (You cannot block a designate from viewing Public Entries.)
3. The check boxes to the right on the tab concern designate rights to your Tasks. When you give designate rights to your Tasks, your designate will either have full designate rights (i.e. right to view and modify) or no designate rights.
Normal Tasks: The designate will be able to view and edit Tasks you have given "normal" access.
Confidential Tasks: The designate will be able to view and edit Tasks you have given "confidential" access.
Personal Tasks: The designate will be able to view and edit Tasks you have given "personal" access.
Public Tasks: The designate will be able to view and edit Tasks you have given "public" access.
4. Instead of setting the rights for each type of Entry individually, you can also choose to grant the user:
Full Designate Rights: The user will have rights to view and modify all Entries.
No Designate Rights: The user will have no designate rights in your Agenda.
Same as Default: The user’s rights will be set to be the same as the default. Select this option if you don’t want to give the person any special Access Rights on this tab of the dialog box, but still want to keep the name on the list in order to set his or her rights on another tab.
5. To delete a name from the list of users with special Access Rights, select the name from the list box and choose Delete. They will then revert to having the same rights as the default. Note, however, that this applies to all their rights that are set on all the different tabs of the dialog box.
6. If you want to choose default settings, select Default: Any unlisted person in the list box and choose settings in the same way you would for an individual user (see above).
NOTE: It is not recommended for users to give designate rights to every user on the system. Furthermore, the names of those users who do give such rights to all users will not appear on everyone’s list of possible designates in the Open Agenda dialog box.
Choose OK when you have finished using all the tabs of the dialog box.
Access Rights — SchedulingThe Access Rights dialog box (Options Menu, Access Rights) lets you give designate rights to others. Here you decide which of your Entries other users can view in your Agenda, and how much information about them they will see (for example, when they are working with a Group Agenda). Furthermore, you choose default settings for Access Rights in your Agenda in this dialog box.
You can also block other users from the possibility of inviting you to Entries here.
The Scheduling tab of this dialog box lets you control which users can invite you to events.
1. To set a user’s scheduling rights, select the person’s name from the list of users with special Access Rights shown in the list box. If the name is not already in the list, add it using the edit box. Once you click the checkmark button, the name will be added to the list box.
2. Select "Can invite me to events" to give the person the right to schedule Entries where you are listed as a participant.
Clear "Can invite me to events" to block the person from scheduling Entries where you are listed as a participant.
3. You can also choose Same as Default. The user’s rights will then be set to be the same as the default. Select this option if you still want to keep the user’s name on the list in order to set his or her rights on another tab.
4. To delete a name from the list of users with special Access Rights, select the name from the list box and choose Delete. They will then revert to having the same rights as the default. Note, however, that this applies to all their rights that are set on all the different tabs of the dialog box.
5. If you want to choose default settings, select Default: Any unlisted person in the list box and choose settings in the same way you would for an individual user (see above).
Choose OK when you have finished using all the tabs
of the dialog box.
If you encounter the situation where you’ve granted designate access for a resource and the system is sending email to everyone with any privileges on the resource, you can configure the resource so that only the users with Full Designate Rights receive email notification when the resource is scheduled.
The recommended resource configuration for a particular user is:
Designate: Same as default Viewing: Full viewing rights Tasks: Full viewing rights Scheduling: Can invite me to events
With this configuration, a user would be able to
view the resource agenda but would not be included
in the distribution list when email notification
is sent when scheduling the resource.
Holidays are only meant to appear in person calendars and not on the calendar of a Resource. As a work around, a holiday can be created as a Daily note or Daily event so that it appears in the Resource's agenda.
Need Assistance?
Can't find the information you need? Contact the Service Desk at (805) 756-7000 or send an email to servicedesk@calpoly.edu.
