What is Scheduler 4?

Scheduler lets you easily keep track and maintain your individual or co-workers’ schedules. Quickly view calendars and schedule meetings, appointments or company resources. You can schedule all-day, repeating, or one-time events.

1. Add an Event

To create a new event, follow these steps:

1. From the Portal Page, click Scheduler on the Office 4 menu.

   The Scheduler window appears.

2. From the Group drop-down menu, choose the group of schedules you'd like to view.

   The schedule(s) of the user or group appears.

3. From any date cell, click the Register Schedule icon Register Schedule .

   View schedules three ways: daily, by clicking Personal Daily View, weekly, the default, or monthly, by clicking Monthly View.]

4. Enter data accordingly.

   To set the event to occur all day: Click All Day Event, then enter data in fields shown.

   To set the event to occur on a routine basis, click Recur, then enter data in fields shown.

   To set the event so that others cannot browse it, select Private.

   • If private - the event time will only show up on the schedule, but the details will be hidden from others' views.
   • If public - the event will be viewable by all on the schedule.

5. If you'd like to add the event to other user's schedulers, click Share.

6. From the Share drop-down menu, select a user or group.

7. Choose the specific users, and click Add.

8. To reserve a facility for the event, click Reserve.

9. From the Reserve drop-down menu, select a facility.

10. Select your facility, and click Add.

11. When done, click Register.

2. Edit/Delete Events

You can add events to your schedule or to other users' schedules. To edit or delete an event, follow these steps:

Note: Access Permissions to add/edit events on other users' schedules is set up by the system administrator. If you cannot do so, check with your system administrator.

1. From the Portal Page, click Scheduler on the Office 4 menu.

   The Scheduler window appears.

2. From the Group drop-down menu, select a user or group whose schedule you want to edit or delete.

   The schedule of the user or group appears.

3. Click the event to be edited/deleted.

   The Confirm Schedule window appears.

4. Click Edit/Delete.

   The Edit/Delete window appears.

5. Change data as desired.

   To erase the event: Click Delete

   To start over: Click Reset

6. To add or delete users or groups, click Change Members.

   The Change Members window appears.

   To add members: From the Member area, select a user/group, and then click Add.

   To delete members: From the Member area, select a user/group, and then click Del.

7. To add or delete a facility, click Change Members.

   To add facilities: From the Facility area, select a user/group, and then click Add.

   To delete facilities: From the Facility area in the Change window, select user/group, and then click Del.

8. When done, click Back to Schedule.

3. Reuse Schedules

To reuse the data from an existing event to create a new event, follow these steps:

Note: Access Permissions to add/edit events on other users' schedules is set up by the system administrator. If you cannot do so, check with your system administrator.

1. From the Portal Page, click Scheduler on the Office 4 menu.

   The Scheduler window appears.

2. If you don't see the user's schedule you want to copy, use the Group drop-down menu to select a different group.

   The schedule of the user or group appears.

3. Click the event with the data to be reused.

   The Confirm Schedule window appears.

4. Click Copy & Register.

   The Copy & Register window appears.

5. Change data as necessary.

6. For step-by-step instructions on data to edit, see Add an Event help.

7. Click Add to confirm.

8. When done, click Register.

4. Browse Schedules

When browsing your schedule or other users' calendars, there are several views.

1. From the Portal, click Scheduler on the Office 4 menu.

   The Scheduler window appears.

2. If you don't see the user's schedule you want to copy, use the Group drop-down menu to select a different group.

   The schedule of the user or group appears.

3. Choose a browsing option:

   Browse by day:

   Your schedule: Click the clock icon from any date cell. The daily schedule of the logged in user appears.

   Groups and group member schedules: Click the Daily View icon from any date cell. The daily schedule of the group or group member appears.

   Browse by week:

   Weekly View is the default view.

   Browse by month:

   Your schedule: Click the Monthly View icon under the name of the user, group, or group member. The monthly schedule of the user logged in appears.

   Groups and group member schedules: Click the Monthly View icon from any date cell. The monthly schedule of the group or group member appears.

4. Steps 5-7 will aid you in choosing a display option.

   • Step 5 - For displaying in Daily View
   • Step 6 - For displaying in Weekly View
   • Step 7 - For displaying in Monthly View

   About displaying private schedules

   Private schedules cannot be browsed. To assign others the privilege of browsing your private schedule, choose Share. Non-assigned users will still be able to see reserved times displayed in Weekly View or Group Daily View. For example, if you set "Schedule: Meeting, Time 8:00-10:00 (Private)," it will be displayed as "8:00-10:00 (Private)."

   Private schedules with time designations will be displayed without information (only a blank time frame).

   Private schedules without time designation will not be displayed.

   Schedule Symbols:

   • X: Multiple events reserved for same time
   • +: Event being shared
   • *: Event recurring

5. Daily View

   Move month to month, day to day

   Login users

   Move by clicking , located at the top center of the screen. You have the following options:

   • : Move to previous day.
   • : Return to today.
   • : Move to next day.

   Move by clicking MM/YYYY , located at the top center of the screen. You have the following options:

   • : Move to 1st day of previous month.
   • : Return to this month.
   • : Move to 1st day of next month.

   Groups and group members

   Move month to month

   Move by clicking --Day, MM/DD/YYYY , located at the top center of the screen. You have the following options:

   • : Move to 1st day of previous month.
   • : Move to 1st day of next month.

   Move week to week

   Move by clicking --Day, MM/DD/YYYY , located at the top center of the screen. You have the following options:

   • : Move to 1st day of previous month.
   • : Move to 1st day of next month.

6. Weekly View

   Move month to month

   Move by clicking --Day, MM/DD/YYYY , located at the top center of the screen. You have the following options:

   • : Move to 1st day of previous month.
   • : Move to 1st day of next month.

   Move day to day or week to week

   Move by clicking , located at the top center of the screen. You have the following options:

   • : Move to previous Sunday.
   • : Move to previous day.
   • : Return to today.
   • : Move to next day.
   • : Move to next Sunday.

7. Monthly View

   Move month to month

   Move by clicking --Day, MM/DD/YYYY , located at the top center of the screen. You have the following options:

   • : Move to 1st day of previous month.
   • : Move to 1st day of next month.

   Move year to year

   Move by clicking Jan-Dec links or YYYY , located at the bottom of the screen. You have the following options:

   • : Move to previous December.
   • : Move to next January.

5. Browse My Group

You can create groups, My Groups, to personalize a group of people you need to contact or work with on a regular basis. You can put together your own group of cross-functional people for quick access, or you may need to create a group for a special project. You can add as many personalized groups as you want. You can create these in

To browse your My Group schedule or reservation, follow these steps:

1. From the Portal Page, click Scheduler on the Office 4 menu.

   The Scheduler window appears.

2. From the Group drop-down menu, select My Group.

   The schedule of the user or group appears.

3. Choose a browsing option:

   Browse by day:

   Click the Daily View icon beside the schedule to browse. The daily schedule of the user, group, or group member appears or the daily reservations for the facility you selected appear.

   Browse by week:

   Weekly View is the default view.

   Browse by month:

   Click the Monthly View icon under a user or facility name. The monthly schedule for the user you selected or the monthly reservations for the facility you selected appear.

6. Export My User Data to CSV File

To export your Scheduler data to a CSV (comma separated value) file, follow these steps:

1. From the Portal Page, click Scheduler on the Office 4 menu.

   The Scheduler window appears.

   You can only export your own user data to a CSV file. Schedules of other users cannot be exported.

2. Click the CSV icon under the user login name.

   The Export to CSV File window appears.

   Event ID is the number being used for data processing within Office 4.

3. Set a time period for export.

4. Click Export.

   The download location window appears.

5. Select a download location.

7. Send Whereabouts Messages from Scheduler

To use Scheduler to send Whereabouts messages to other users, follow these steps:

1. From the Portal Page, click Scheduler on the Office 4 menu.

   The Scheduler window appears.

2. From the Group drop-down menu, select a user or group.

   The schedule of the user or group appears.

3. Click the Whereabouts icon under the user or group name.

   The Whereabouts window appears.

4. Enter data accordingly.

5. When done, click Leave a Message.

8. Set Schedule Views on the Portal Page

(User Settings)

To personalize your Portal Page, you can customize your view of Scheduler. This setting will be unique to you.

1. To change view view of the Weekly Schedule at the top fo the Portal Page:

   On the Portal Page, click Setting (top far right).

   The Weekly Scheduler User Setting for Portal window appears.

2. From the Group drop-down menu, select the group or individual schedule you want to display on your Portal Page.

3. When done, click Save.

4. To change view view of the Daily Schedule at the top fo the Portal Page:

   On the Portal Page, from the Daily Schedule section, click Setting.

   The Daily Scheduler User Setting for Portal window appears.

5. From the Group drop-down menu, select the group or individual schedule you want to display on your Portal Page.

6. When done, click Save.

9. General Settings

(System Settings)

As the system administrator, you control the General Settings for Scheduler for all users. To change, follow these steps:

1. From the Portal Page, choose Reservation > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select General Setting.

2. Change fields accordingly.

   Time Period for Schedules: Change start/end times on the daily schedule. For example, if you set ‘7:00AM-9:00PM’, daily schedules will be displayed during 7:00AM and 9:00PM.

   Time Period for Reservations: Select reservation time increments – :00. :10, :15, :30 minutes. For example, if you set :10 minutes, you can make a reservation for 10:10-10:50.

   Time Period to Save Past Reservations: Select how long to keep past reservations -- 1-6 months/1 year/2 years/Indefinitely

   Default Facility Group: Change the default facility group.

   Additional Fields: Add these fields, if needed --Reserved by, Purpose, or Reserved by and Purpose

   List Sunday Last in Monthly View: Move Sunday to last in Monthly View. For example, if selected, your schedule will change to Mon-Sun (from Sun-Sat).

   List End Time of Reservations in Weekly and Monthly View: Show concluding times of reservations.

   Show Holidays: See holidays displayed on schedules.

3. When done, click Save.

10. Set Up Events/Location Options

(System Settings)

As a system administrator, you can add/delete Event and Location fields which will show up as pull-down options when a user adds an event in the Add Event screen. These will be used by all users.

1. From the Portal Page, choose Scheduler > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Event/Location Menu Setting.

2. In the Event Menu list box, enter a new event.

3. In the Location Menu list box, enter a new location.

4. When done, click Save.

11. Set Up Holidays

(System Settings)

As a system administrator, you can add company holidays that will show up on all users' and group schedules.

1. From the Portal Page, choose Reservation > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Holiday Setting.

2. To create a new holiday, from the drop-down menu, select month/date/year, enter holiday name, and then click Register.

3. Repeat to add more holidays. All existing holidays will show up below.

4. When done, click Save.

12. Export Holiday Data to CSV Files

(System Settings)

As a system administrator, you can export holiday data to a CSV (comma separated value) file.

1. From the Portal Page, choose Scheduler > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Holiday Setting.

2. Click Import/Export CSV File.

3. Select the holiday data to export.

   The download location window appears.

4. Select a location to save the exported file.

5. When done, click Save.

13. Import Holiday Data via CSV Files

(System Settings)

As a system administrator, you can import holiday data via a CSV (comma separated value) file to be viewed on all group and individual schedules.

1. From the Portal Page, choose Scheduler > Setting > Holiday Setting.

2. Click Import/Export CSV File.

3. From the Import Holiday Data from CSV File area, click Browse.

4. Select a file name.

5. When done, click Import.

14. Set Access Permissions

(System Settings)

As a system administrator, you control the Scheduler access permissions for registered users and guest users. To change permissions, follow these steps:

1. From the Portal Page, choose Scheduler > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Access Permission Setting.

2. Select permission settings accordingly.

3. When done, click Save.

4. To browse options, see the chart in Step 5.

5. Access Permissions for Registered Users on other users' Schedules
   

   Browse	It cannot be changed. Registered users in Cybozu office can browse others' Schedules (except for Private Schedules).
   Register	If checked, Registered users in Cybozu office can register others' Schedules.
   Change	If checked, Registered users in Cybozu office can change others' Schedules.

   Access Permissions for non-registered users
   

   Browse	If checked, non-registered users in Cybozu office can browse others' Schedules.
   Register	If checked, non-registered users in Cybozu office can register others' Schedules. By setting this, Registered users to register others' Schedules and Non-registered users to browse Schedules will be automatically valid. Non-registered users in Cybozu Office, can register Non-Recurrent/All Day Event/Public Schedules only.
   Change	If checked, non-registered users in Cybozu office can change others' Schedules By setting this, Registered users to change others' Schedules and Non-registered users to browse Schedules will be automatically valid.