[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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Form sections Event Scheduling Repeat Reminders Use this form to create a calendar event. To display the fields in a section, click + beside the section name. Response buttons These buttons only appear when you receive an event: Accept Accepts the event. Tentative Accepts while indicating that you might be unavailable. Decline Declines the event. When you decline, FirstClass generates a reply message to the sender so that you can provide an explanation. Save button Adds this event to the calendars of all participants. Reset button Reverts all values back to what was last saved. Top Event section Use this section to specify general information about the event. Event The event description as you want to see it on the calendar and in any reminders. Location The location for the event. This field is for display purposes only. To book a location that is in the Directory, use the Scheduling section. This tells other users that the location has been booked. Starts at The start date and time for the event. For each field, choose the value you want. Duration The length of time the event is scheduled to last. Choose a value at the first field or type your own value in the second field. If you don't specify a unit, such as minutes or days, FirstClass assumes seconds. No time event Starts the event at 12 AM and displays the event at the top in day view. Time zone The time zone for the event start and end times. This overrides the default time zone set in your preferences, allowing you to schedule events in different time zones. Show as Your level of availability for other commitments during this event. If you choose any level except Free, then schedule another event at the same time, a red bar to the left of the affected events indicates that you have a time conflict.  Tip To create an event for information purposes only, that does not generate conflicts, choose Free. Color The background color for this event on the calendar. You may want to color code certain events. For example, you could give all meetings a blue background. Participants can change the color on their copies of the event. To select a standard color, click it. To create a custom color, type the red, green, and blue values. Category The type of event. Choose a category at the first field or type your own category in the second field, if desired. Participants can change the category on their copies of the event. Sensitivity Using another client, for example the FirstClass standalone client, other users can view your calendar. You can assign a sensitivity to control what they can see. Events with Normal or Company sensitivity can be opened by others viewing the calendar. Events with any other sensitivity can only be opened by the event creator and participants. This behavior may change based on calendar permissions. Priority Events with Urgent priority will appear in bold. Attachments You can attach a file to this calendar event form just as you would to a message. Top Scheduling section Use this section to invite participants and book resources. You can reschedule the event using this section. For existing events: The participant has accepted the event. The participant may be unable to attend. The participant has declined the event. Event date The date for which FirstClass will check availability. To change this date, choose the value you want at each field, then click Go. To go back or forward one day, click the arrows. Event time Indicates the time period covered by the event. This bar also combines all information about the availability of your participants and resources, and includes your own busy times. The following codes provide this information: blue The time period covered by the event. solid black A time period during which a participant or resource is busy. solid red A scheduling conflict between the event and a busy time for a participant or resource. yellow A time period during which a participant or resource may be busy. black slashes You don't have permission to see this participant's busy times. red slashes You can't invite this participant. You can reschedule the event by clicking this bar at the new start time. To change the event duration, Shift-click (Windows, Linux) or Option-click (Mac OS, Mac OS X) the new end time. Next Free Time button Makes FirstClass search for the next free time slot for all participants and resources. Invite User button Adds a participant to the Scheduling section. Type the user's or mail list's name in the field beside this button, just as you would when addressing a message, then click the button. A bar beside each participant indicates that participant's availability. To remove a participant, click the Delete icon beside that participant's name. Book Resource button Adds resources or locations that you want to book to the Scheduling section. Resources and locations must be in the Directory. Enter their names just as you would address a message. When you book a resource or location, other users can tell that the resource or location has been booked. Resources and locations have bars indicating their availability, just like participants. Top Repeat section Use this section to make the event show up repeatedly on calendars. Repeat interval When this event will be repeated. Repeated events are shown on all appropriate days on the calendar. Repeat until The last date to repeat this event. For each field, choose the value you want. Top Reminders section Use this section to generate event reminders. Reminders Whether to generate reminders for this event: None Doesn't generate any reminders. Time before event Generates reminders at the time before the event that you specify. Choose a value at the first field or type your own value in the second field. If you do not specify a unit, such as minutes or days, FirstClass assumes seconds. Participants can change this choice on their copies of the event. Top