[Image:81903_22607_2.png]Book resources for a presentation Minimum version: FirstClass 8.3 Audience: Business professionals Experience: [Image:9203_22631_1.png] FirstClass applications used: [Image:9203_24337_3.png][ fcp://@fc.onlinehelp.com,%237600229/En/OnlineHelp/Client Help/Calendars ]Calendars [Image:9203_31709_1.png] Summary Looking for a simple way to organize the location and resources you need for your presentation? Consider using a FirstClass calendar. Instead of sending out printed memos and filling out request forms, you can use a group calendar in FirstClass to invite participants, reserve multimedia resources, and book locations. Here is a comparison of the conventional way you may book resources and how you would do it in FirstClass. [Image:92203_31828_0.png] [Image:9203_31709_1.png] Example Michael Green is vice president of Sales and Marketing at Husky Planes. Several times a year he showcases the company's newest products for his sales staff. His presentations usually consist of a promotional videotape from the Marketing department accompanied by a slide presentation. Michael schedules the presentation, invites members of the sales department, and books the boardroom and multimedia resources all at the same time. He doesn't have to leave his office to ensure that his presentation goes off without a hitch. Here are the steps he takes to handle the arrangements: STEP 1: Schedule presentation Michael schedules the presentation in the Sales Dept Calendar by creating a new event entitled New Product Promo. This is the new event he created. [Image:8102006_91145_0.png] STEP 2: Reserve venue Each resource or location Michael wishes to book has its own calendar. When he schedules an event, he simply enters the name of the resource calendar or location calendar on the Scheduling tab of the event he is booking. If there is a time conflict, it will show immediately and he can decide how to handle it. Michael reserves the company's mid-sized boardroom using the Scheduling tab. STEP 3: Reserve resources Michael also reserves a large screen television, a video cassette recorder, and a video projector. This is the Scheduling tab where he books the resources. [Image:882006_33623_2.png] When he entered his requests on the Resources tab for the New Products Promo event, a new event appeared in each item's calendar. Husky Planes' IT department monitors the resource and location calendars and ensures that requested equipment is ready for use when scheduled. This is the calendar for the video projector that John booked. [Image:882006_32721_0.png] STEP 4: Invite participants Michael invites the members of the sales department by entering their names on the Scheduling tab. From this screen, he sees who may have a time conflict. He adjusts the date and time as needed (the booked times for the resources and locations will also change automatically). The presentation will then appear in each of their personal calendars. This is the Scheduling tab where he invites participants. [Image:882006_33910_4.png] [Image:9203_31709_1.png] Variation If Michael has content he wishes to share before the presentation, he can attach it to the calendar event at the time of scheduling or type it in the text box on the event form. This is the event he created. He attached a file for review and included an agenda in the text area. [Image:882006_32224_4.png]

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Comm unicate with retirees Minimum version: FirstClass 8.3 Audience: Teachers       Experience: FirstClass applications used: Conferencing Documents  Summary Looking for a way to involve students in the community? Set up a pen pal system between students and retirees. Create a conference where they can communicate with each other, and then add documents that give ideas for discussion and set out rules of communication. You can even add a calendar to schedule group activities.  Example John Smith is a teacher at Avalon Academy. He decides to set up a pen pal program with a nearby retirement home to encourage students to become more involved in the community. Set up a FirstClass account John has his school's FirstClass site administrator set up an account for the retirement home. John visits the retirement home and installs FirstClass on the necessary computers. He works with the home's Activities Coordinator to ensure that all the retirees have the information they need. Create a conference John sets up a conference entitled Pen Pals and subscribes his students and the retirement home so that it appears on their Desktops. He adds the following objects to the conference: • a group calendar • a Getting Started document explaining how to retrieve, create, address and send correspondence • a Topic Ideas document with possible questions for students to ask their pen pals • a Rules of Engagement document outlining the importance of being courteous and respectful • a subconference for each of the retirees. This is the Pen Pals conference that John set up. Set Permissions John protects all of the documents he created so that students and retirees can't alter them. He does this by selecting Protected on the Properties form for each document. He sets the permissions for the conference so that he is the Controller and his students and the retirees are Contributors. He sets All Users to Disallowed. For each of the retirees' subconferences, he makes himself the Controller, and the retiree's account a Contributor. He gives students Send access only and sets All Users to Disallowed. Setting the conference up this way ensures that students can only read their own mail. Sending Messages When the conferences are ready, John has his students write emails to their pen pals introducing themselves. He encourages them to include pictures. Students address emails to their respective pen pal's subconference. This is an email a student sent her pen pal. As the controller, John monitors the messages between students and retirees to make sure communication is respectful and appropriate.