What is Scheduler?

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/Reserve Facilities

To create a new event and to reserve a facility for the 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 Home Page, click Scheduler on the Share360 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. To add an event to your schedule, click Add Event from the top menu bar.

   To add an event to someone else's schedule (if you have permission), click the Plus icon from the appropriate user's schedule on the date of the event.

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 Repeat, 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.

   Note:: If you do not see the Share button, you do not have access to edit other users' schedules.

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 Add.

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 Home Page, click Scheduler on the Share360 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 Event Details window appears.

4. Click Edit/Delete.

   The Edit/Delete window appears.

5. Change data as desired.

   To delete the event: Click Delete

   To start over: Click Reset

6. To add or delete users or groups or to edit the facility reservation information, click Edit under Member and Reservations Information.

   The Edit Members and Reservations for Event 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 Remove.

   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 Remove.

7. When done, click Save.

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 Home Page, click Scheduler on the Share360 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 Event Details 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. When done, click Add.

4. Browse Schedules

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

1. From the Home Page, click Scheduler on the Share360 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:

   Weekly View: This is the default view for your Scheduler Home Page.

   • To see your Monthly View schedule, click on your names on the left side of the weekly view, or click the Monthly View tab.
   • To see other users' Monthly View schedules, click on the names on the left side of the weekly view.
   • To see your Daily View schedule, click on the dates above your schedule, or click on the My Day View tab.
   • To see other users' Daily View schedules (specifically, the members of the group you selected), click on the dates above the other users' schedules, or click the Group Day View tab.
   • Click on arrows at the top of each screen to move from week to week, month to month, year to year, or day to day.

   Notes:

   All weeks except for this week will begin with Saturday or Sunday, depending on options set up by system administrator.

   All years except the present year will start with January.

   About displaying private schedules

   Private schedules details cannot be browsed by other users.

   Private schedules with time designations will be displayed with the time information only (i.e. as 8:00-10:00 (Private)) on your schedule for others to view.

   Private schedules without time designation will not be displayed for others to view.

   Schedule Symbols:

   • X: Multiple events reserved for same time
   • +: Shared event
   • *: Repeating event

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 My Options > General < My Groups.

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

1. From the Home Page, click Scheduler on the Share360 menu.

   The Scheduler window appears.

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

   The schedule of the user or group appears.

6. Browse Facility Reservation Schedules

You can browse facility reservations by looking at each event's details, or you can see the complete schedule for a particular facility by following these steps:

1. From the Home Page, click Scheduler on the Share360 menu.

   The Scheduler window appears.

2. From the Group drop-down menu:

   • Choose All Facilities to see the schedule for all facilities.
   • Choose a particular facility group to see the schedule for that group of facilities.

   The weekly schedules for the chosen facilities will appear.

   To see Monthly facility reservations, click the name of the facility on the left side.

   To see Daily facility reservations, click Group Daily View.

   To see Facility Information such as capacity, location, etc. (fields set up by the system administrator), click Show Facilities Information.

   The facilities information will appear beside the weekly schedule for each facility in the group.

7. Export My Scheduler Data to CSV File

(User Settings)

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

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

1. From the Home Page, click Scheduler on the Share360 menu.

   The Scheduler window appears.

2. Click Options (top right) or click My Options (in the footer).

   Note: You can access My Options from any page; just use the left navigation in My Options to find the specific Home Page or application options.

3. Click Export to CSV File.

   The Export to CSV File window appears.

4. Set a time period for export using the date pull-down menus.

5. Click Export to File.

   The download location window appears.

6. Select a download location and save to your hard drive.

8. Set Schedule Views on the Home Page

(User Settings)

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

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

   On the Home Page, click Options (top far right).

   The Home Page Options for Weekly Scheduler window appears.

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

3. When done, click Save.

4. To change view of the Daily Schedule on the Home Page:

   On the Home Page, from the Daily Schedule section, click Options.

   The Home Page Options for Daily Scheduler window appears.

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

6. When done, click Save.

9. General Options

(System Settings)

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

1. From the Home Page, choose Scheduler> Admin Tools.

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

   Select General.

2. Change fields accordingly:

   Time Frame for Daily View: 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 Unit for Schedule: Select event reservation time increments – :00. :10, :15, :30 minutes. For example, if you set :10 minutes, you can make add an event from 10:10-10:50.

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

   Default Facilities Group to List : Change the default facility group that will show up in the Facility section when adding an event.

   Allow Private Schedules: Allow users to create Private events, so that other users cannot see the details of the event.

   List Schedules for Group: Show group schedules in the Group pull-down menu as view option for users.

   Note: The group schedule will only show events that are intentionally put on the schedule (when creating the event, the group schedule must be one of the shared users). The group schedule will not show events simply because all group members are shared users for a particular event.

   List Sunday at Right End in Weekly/Monthly View: Move Sunday to last day listed in monthly and weekly views.

   List End Time of Schedules in Weekly and Monthly View: Show concluding times of events on the weekly and monthly schedules.

   List Holidays: See holidays displayed on all users' schedules.

   Allow Repeating Reservations: Allow users to reserve facilities for repeating reservations.

3. When done, click Save.

10. Set Up Event/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 Home Page, choose Scheduler > Admin Tools.

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

   Select Event/Location Menu.

   The Event/Location Menu window appears.

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

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

   Both Events and Locations will be listed in pull-down menus in the order listed here.

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 Home Page, choose Scheduler > Admin Tools.

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

   Select Holiday.

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

   Repeat to add more holidays. All existing holidays will show up listed in the Holiday List.

   To delete holidays, check the holiday to delete, and click Delete.

   To delete all holidays in the holiday year showing, click Delete All.

   Note: Be sure to have a back up CSV file of your holidays if you choose to delete all holidays. This action cannot be undone.

   To scroll to different year's holidays, click the arrows above the Holiday List to move from Year to Year. To return to the present year, click This Year.

3. When done, click Scheduler Options Menu to return to Scheduler Options Menu.

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 Home Page, choose Scheduler > Admin Tools .

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

   Select Holiday.

2. Click Import/Export CSV File.

3. Select the holiday data to export. Use the arrows at the top to choose the year you want 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.

If you create your own Holiday CVS files, be sure the dates are listed YYYY/MM/DD in order to correctly imported into both the US Time/Date Format version and the European Time/Date Format version.

1. From the Home Page, choose Scheduler > Admin Tools.

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

   Select Holiday.

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.

   To download files from our Web site, click Download CSV files from cybozu.com to get several countries' holidays.

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 Home 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 Share360 can browse others' Schedules (except for Private Schedules).
   Add	If checked, Registered users in Share360 can register others' Schedules.
   Change	If checked, Registered users in Share360 can change others' Schedules.

   Access Permissions for non-registered users
   

   Browse	If checked, non-registered users in Share360 can browse others' Schedules.
   Add	If checked, non-registered users in Share360 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 Share360, can register Non-Repeating/All Day Event/Public/ Schedules with no invited members only.
   Change	If checked, non-registered users in Share360 can change others' Schedules By setting this, Registered users to change others' Schedules and Non-registered users to browse Schedules will be automatically valid.

15. Add/Edit/Delete Facilities

(System Settings)

As a system administrator, you can add/edit/delete facilities to be reserved for all users as follows:

1. From the Home Page, choose Scheduler > Admin Tools.

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

   Select Add, Edit & Delete Facilities.

2. Choose an option:

   To add a facility:

   • Click Add.
   • Enter data. Associate with a group to be able to find the facility in a group pull-down menu as a view.
   • Click Add.

   You can add/edit/delete the names of groups in Change Facilities Group Settings.

   To edit facility information:

   • Use the Group pull-down menu to find the facility you want to edit.
   • Select the facility you want to edit.
   • Click Edit.
   • Edit accordingly.
   • Click Save.

   To delete a facility:

   • Use the Group pull-down menu to find the facility you want to delete.
   • Select the facility you want to delete.
   • Click Delete.
   • Click Yes to confirm.

   To change the order of listing facilities:

   • Use the Group pull-down menu to find facility group you want to reorder.
   • Select the facility you want to move.
   • With the facility highlighted, click the Up Arrow to move it up or click the Down Arrow to move it down.

16. Change Facility Group Settings

(System Settings)

As a system administrator, you can set up facility groups so users can easily find facilities when they want to reserve with an event.

Modify a facility group setting as follows:

1. From the Home Page, choose Scheduler > Admin Tools.

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

   Select Facility Groups.

   Choose an option:

   To add a facility group: Click Add, and then enter a group name.

   To edit facility group information: Select the facility group from the list box. Then, click Edit. Edit accordingly, and click Save.

   To delete a facility group: Select the facility group from the list box. Then, click Delete. Click Yes to confirm.

   To change the order of listing a facility group: Select the facility group to move from the list box. Then, with the facility highlighted, click the Up Arrow to move it up or click the Down Arrow to move it down.

17. Customize Facility Information

(System Settings)

As a system administrator, you can customize the information input for each facility. This allows you to store and view important information about the facilities, such as capacity, AV set up, location, etc.

1. From the Home Page, choose Scheduler > Admin Tools.

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

   Select Facility Information.

2. Choose an option:

   To add a field: Click Add, and then enter a field name, and click Add to save.

   To edit a field: Select the field from the list box. Then, click Edit. Edit accordingly, and then click Save.

   To delete a field: Select the field from the list box. Then, click Delete. Click Yes to confirm.

   To change the order of fields: Select the field to move from the list box. Then, with the field highlighted, click the Up Arrow to move it up or click the Down Arrow to move it down.

18. Export Facility Reservation Data

(System Settings)

As a system administrator, you can export facility reservation information as follows:

1. From the Home Page, choose Scheduler > Admin Tools.

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

   Select Facilities Export Data.

2. From the Facility Group drop-down menu, choose the group with the facility reservation to export.

3. From the Facility list box, choose the facility with the reservation to export.

   To select all facilities: Click Select All.

4. From the Time Period drop-down menus, select a time period for exporting data.

5. Click Export.

6. Select a file name and location for the exported data and save to your hard drive.