Fixing a final date

Organizers of an appointment scheduling can inform themselves about the current status of the voting by opening the appointment scheduling (either by clicking on the appointment sched­uling entry in the folder listing or by selecting   Open  in the action menu of the appoint­ment scheduling). Organizers may also have themselves reminded about the approach­ing end of the voting period via email. Such a reminder email also contains a link leading to the appointment scheduling.

The ‘Final date’ line of the appointment scheduling form shows the accumulated status of the dates suggested for the appointment:

o  Green: All participants have voted with ‘Yes’.

o  Orange: No participant has voted with ‘No’, at least one participant has voted with ‘Maybe’.

o  Red: At least one participant has voted with ‘No’.

As an organizer, you are offered two extra buttons in this line. These buttons allow fixing a final date for the appointment or closing the voting without fixing a date, e.g. because it is ob­vi­ous that no date can be found which is agreeable for all par­ti­cipants.

•      Select the final date by pressing the respective radio button and click on [Fix] to fix a date as final thereby also closing the appointment scheduling to voting.          

•      In the ‘Close Appointment Scheduling’ form you may add a note to the otherwise auto­mated email announcing the final date to the participants. You can also transfer the fi­nal date to your personal calendar or the group calendar of the workspace that contains the appointment scheduling (if such a group calendar exists).

•      Click on [Close without date] to close the appointment scheduling for voting without fixing a date for the appointment. In the ‘Close Appointment Scheduling’ form you may again add a note to the otherwise automated email announcing the closing of the ap­point­ment scheduling to the parti­cipants.

All participants will be notified via email about the final date of the appointment or the closing of the appointment scheduling. If a final date has been fixed, this email contains a link that allows the par­ti­cip­ants to import the final date in iCal format into their BSCW or other calendars.

Note that not only the organizer, i.e. creator of an appointment scheduling, but also the manager of a workspace that contains the appointment scheduling can fix a final date for the appointment.