[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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Calendar group access levels Order in the calendar group's "Who" field Individual calendar group permissions Use this form to set properties for a calendar group. These properties affect all calendars belonging to this calendar group, except where overridden for a specific calendar. Item expiry The number of days an event or task can stay in these calendars before expiring. The value Default uses the default expiry period for your server. Who The names of users and user groups for whom you want to specify levels of access to these calendars. Add a name just as you would when addressing a message. The order in which you list users and user groups matters, as described below. To insert a name, click at the end of the name above the insertion point, then press Enter/Return. To move a name, select it, then drag it to the desired location in the list. To remove a name, select it, then press Enter/Return. Access Choose the access level for each user and group you entered at "Who". Permissions Customize the individual permissions for this access level if required. Top Calendar group access levels Access levels are predefined sets of individual permissions. You can assign access levels as is, or customize them by selecting and clearing individual permissions. No Access Cannot access these calendars. See Times Can look at these calendars, but only see the times set aside for events and tasks. Schedule Only Can add events to these calendars indirectly. An event is added to a resource or location calendar indirectly when a user creates an event in another calendar and books this location or resource. Schedule+Times Can look at these calendars (times only) and add events indirectly. Schedule+Details Can see details on these calendars and add events indirectly. Editor Has all previous permissions, and can open calendar items, edit and delete items, download attachments, and view item history. Custom Access is defined by the individual permissions that are selected; if you customize another access level, it automatically becomes the Custom access level. Top Order in the calendar group's "Who" field You must list users and user groups in the "Who" field in the correct order, to make their permissions work as you want. Make sure you are familiar with the access levels available, before deciding on the order in which to enter your users and user groups. When a user opens these calendars, FirstClass checks the "Who" list from the top. When it finds the first occurrence of the user or a group to which the user belongs, it uses that access level for the user. This means that if the first thing you list is the All Users group, and make the access level for this group Disallowed, no one will be able to access these calendars. Top Individual calendar group permissions The icons in the "Permissions" column represent individual permissions. To see what each permission icon means, hover the cursor over it. To toggle a permission on and off, click the icon.         Note Certain permissions, as indicated below, can only be used in conjunction with particular user privileges. These are the individual permissions you can assign: Edit permissions Can edit this Calendar Group Permissions form. This includes adding users and user groups at "Who". Moderator Just gives a user a Moderator label. The Approve items permission is required to let the user approve items in moderated calendars. Delete any item Can delete any item, including items sent by others. Create items Can create events and tasks, and move items into calendars. Edit read-only items Can edit items that are not normally editable. For this permission to work, the Edit items permission must also be selected. This is the only permission not automatically assigned to the administrator. Be cautious about enabling the Edit read-only items permission, because it overrrides normal FirstClass operation. Edit items Can edit any event or task. Save window/view properties Can change the default position, size, and view properties of the calendar window. Be cautious about selecting this permission, because a user with this permission is dictating the default calendar view for other users. Approve items Can open and approve unapproved items. Items sent by users with this permission are automatically approved. Delete own items Can delete and change the properties of their own items. View unrestricted details Can see the details of items with a sensitivity of Normal. Seach items Can search these calendars. Requires the Search privilege. Add participants (applies to resource and location calendars) Can update calendars by booking the resource or location when creating events in other calendars. Open items Can open events and tasks. Download files & attachments Can download attached files. Requires the Download privilege. View permissions Can view this Calendar Group Permissions form. View history Can view the history of items. Open calendar Can open these calendars. This lets users see the times for events and tasks, but no other details. Top