• calendar/list of issues

• parent task – at the end of the line with the subtask, ellipses appear to indicate expandable actions. One such action is to display the subtask in a separate window – Show subtask.

• Kanban board

The subtask shares most options with the main task, but with a few differences:

• it shows a reference to the parent task in its window,
• you can’t change the project or calendar from the ones linked to the parent task; those fields are locked,
• recurrence options are disabled,
• the subtask’s due date can’t be later than the parent task’s due date,
• subtasks can have further subtasks added to them (multiple levels),
• a subtask may have no due date, in which case, it will only be visible from the list of subtasks in the parent task.

Access to the subtask window

Access to the subtask window is granted to:

• users assigned to the subtask,
• users with access to the parent task,
• guests, if the subtask or parent task has been shared with them.

1.1 Sharing the subtask

The subtask can be shared with a guest, granting them access exclusively to that particular subtask. The link to the parent task will be disabled. If the parent task has been shared with the guest, they will have access to its subtasks as well.

1.2 Copying the link

It will be possible to copy the link to the substask.

2. Converting the subtask into the task

You can turn a subtask into a task. The “Convert to task” option is available in:

• the subtask window

• actions on the subtask list in the parent task

Clicking the action will prompt a message confirming task creation, and the subtask will disappear from the list.

3. Displaying subtasks on the Kanban board

On the Kanban card for tasks with subtasks, an icon representing subtasks is displayed. Clicking the icon expands the list of subtasks.

Clicking the icon again collapses the list of subtasks.

Expanded list of subtasks

In the expanded rows for subtasks, the following elements are displayed:

• subtask name, which is linked to a window with subtask details,
• status,
• priority.

The subtask list is collapsed by default.

These users can view and comment on the issue. The Followers section appears under Assigned Users and Contacts. You can add both individual users and teams as followers.

You can’t add an assigned user to the followers of a given issue, and vice versa. Users added as followers can view the issue but can’t edit or delete it. They can add comments.

Followers will receive notifications related to updates on the issues they are following.

• in the preview of an issue in your calendar

• in the Issue details form

• in a Kanban board

When you click Duplicate, a new Issue details form will appear with the copied values. All values will be copied except:

• a reminder in “to do”
• comments
• dates → current dates and deadlines are provided
• deadlines for subtasks
• time logs in the case of project-related tasks

When it comes to meetings, a new link to the meeting is created.

Each user can specify at what times they are available (per user configuration).

For example, they can arrange the work schedule according to the rules: on weekdays, from 08:00 am to 04:00 pm. Based on the schedule and calendar events, links with free slots will be generated.

They can specify when they are available in: configuration / personal / days and working hours. The user marks on which days they work. By default, the days from Monday to Friday are marked. Then, they specify working hours for these days, and whether they work remotely or on-site (home/office).

2. Scheduling a meeting

Meeting details

• Time zone → the user can choose which time zone they want to use when selecting hours. By default, it will be the time zone of the logged-in user. Other ż­·˘k8Ć콢Ěü users will have the hours displayed in their time zones.
• Meeting name → a mandatory text field.
• Duration → the user can choose the duration from the predefined list or specify their own. The values of the list are:
• 15 minutes,
• 30 minutes,
• 1 hour,
• 2 hours
• custom → after selecting this option, a field to complete the range is displayed. The time is given in hh:mm format. The duration should be confirmed with the Save button. Cancellation restores the last entry in the field.
• Attendees are divided into:
• users (the logged-in user is the host of the meeting, their avatar on the list and calendars are already selected),
• contacts (further divided by: a company, contact person, candidate and coworker – if they have related issues at the given time, then they will be displayed in the grid with a preview of dates, too)
• On the right, attendees’ calendars are displayed. There are the following view modes available: week, two days, day. Hours outside the attendees’ work schedule are marked in gray.

Generating proposed dates

After completing the details, a list of suggested dates will be displayed (when all ż­·˘k8Ć콢Ěü users participating in the meeting are available). The suggested dates refer to pagination (e.g. current week, next week, today, today and tomorrow). By default, two lines of suggested hours are displayed on the page for each day. To load more (if available), click the Show more button.

• schedules of ż­·˘k8Ć콢Ěü users attending the meeting,
• the dates of issues in the attendees’ calendars (including vacations, for which the event will be created in the user’s calendar).

Important points:

• Past dates cannot be chosen.
• If the duration of the meeting is longer than the time slots set in the schedule, the schedule will not apply to this type of event. For example, if your schedule says you are free from 4:30 pm to 5 pm, but the duration of the meeting is one hour, then the date cannot be proposed.
• The dates sent as proposals can be reserved in the users’ calendars→ draft issues will be created (so that users have information that the date can be taken). They will disappear after the date is approved.

Date suggestions

Once the dates are selected, an email is sent. The recipients of the message are all attendees (except the host). The sender of the message is the author of the meeting. The content includes information about the invitation to the meeting and a request to choose a date from among the proposed ones. A page with suggested dates is linked in the message.

A button in the message redirects to a page with proposed dates, where the following elements are displayed:

• on the left, information about the meeting:
• a header Meeting and meeting name,
• invitees,
• duration,
• time zone.
• on the right, proposed dates

The user can choose several dates. After choosing a date or dates, the user should click Send. A message with the selected dates will be sent to the author of the meeting.

Next to the attendee’s name, the “x” icon will appear. After hovering over the icon, the tooltip with the text “Cannot” will show. Attendees who have already answered the email will be marked with the “check” icon.

Draft meetings

In the users’ calendars, the selected dates have been pre-booked (a draft meeting is created). Draft meetings will disappear after the meeting is approved.

A draft meeting is a window with details of the meeting reservation → just like the view with suggested dates sent to attendees, but with dates already selected by them. Next to the selected dates, tags are displayed as to how many invitees have chosen the date. To see who has selected the date, hover over the tag. The date selected by the highest number of attendees is highlighted (border).

Confirming a date

The author of the meeting, after collecting responses from all attendees, approves the final date. They can only choose one date. Until the date is selected, the confirmation button is disabled. When you hover over the button, a tooltip is displayed with the message: You must select a date to confirm.

Editing an existing reservation

The author of the meeting can edit an existing reservation using the Edit button. The author can select other dates and change the reservation. Once the changes are approved, emails with proposed dates will be resent. In the edit view, past dates are no longer available.

Canceling an existing reservation

The author of the meeting can also cancel the reservation at this stage. After clicking Cancel meeting, a window will appear asking you to confirm the decision.

The user will see the following message:

The following email will be sent to the attendees:

Subject: Cancellation of a scheduled meeting {meeting name}

Content:

Hello,

{user’s name} canceled the meeting {meeting name}.

Subject: Cancellation of a scheduled meeting {meeting name}

Content:

Hello,

{user’s name} canceled the meeting {meeting name}.

Meeting notifications

After approval, an email notification is sent to attendees about the details of the meeting. The email contains the following information:

• meeting name,
• date of the meeting → date, times, time zone,
• list of attendees,
• links to reschedule and cancel the meeting (details in the next section).

• subject,
• contact,
• date,
• author of the meeting (log: who created the meeting and when).

A reminder email will be sent the day before the meeting. In the future, we will improve the template options and it will be possible to indicate a different frequency of sending email reminders.

3. Postponing and canceling the meeting

Postponing the meeting

Subject: Request to postpone the meeting: [meeting name], [the date of the meeting]

Content:

Hello,

[user’s name] wants to postpone the meeting: [meeting name],

[the date of the meeting].

[Button: Postpone meeting]

The Postpone meeting button redirects to the view of the meeting details. The author of the meeting decides whether they change the date of the meeting (e.g., after additional email or phone arrangements) or cancel the current meeting and schedule a new one.

Canceling the meeting

If the attendee canceled the meeting, the author of the meeting will receive the following email:

Content:

Hello,

[user’s name] cannot come to the meeting [meeting name], [the date of the meeting]

[Button: Cancel meeting]

If it was a 1:1 meeting, then the author of the meeting can cancel it. If there were supposed to be more attendees, then the author of the meeting decides whether the meeting can take place without that person.

4. Additional issues

A draft meeting – views

A draft meeting – the host view

A meeting issue

A draft meeting – the host view

5. A tooltip

• Those who have indicated that they cannot attend the meeting have an x next to their names. When you hover over it, a tooltip (1) is displayed. If an attendee has indicated that they can attend the meeting, a check icon (v) is displayed next to their name. When you hover over it, no tooltip is displayed. Those who have not responded, have no icons next to their names.The host will never get such an icon next to their name, because they do not make a choice at this stage.
• If any of the proposed dates pass (2), and someone displays the dialog box, the passed dates will be grayed out. A tooltip will appear when you hover over them, and an alert will show at the top. The confirmation button is disabled.
• After hovering over the number icon, the host can see who has chosen a particular date.
• The host can choose one date from the list. Then, the button Accept date becomes active.

The Cancel button always closes the open dialog box.

A draft meeting – the attendee view

The user can’t see what options have been selected by other attendees.In this dialog box, not one, but several dates can be selected. The buttons at the bottom are also different. This page is sessionless (i.e., you don’t need to log in), and looks like the one described earlier in the documentation.

Find the important steps below and watch our video to get exact information on how to perform these actions inside the system.

1. Keep an eye on your plans by switching between daily, weekly and monthly views.

2. Add new issues. You can choose between creating an event, meeting or task.

3. Complete the issues with all the needed details. Attach files, assign coworkers and add comments. Decide if the event should be recurring and how often you want it to repeat.

4. Keep it organized by creating a different calendar for each purpose.

5. Check the calendar from the dashboard or within a given project.

6. Done! Now you’ll always know what’s in the pipeline.

The tab shows you events by day and time.

Calendar view

Events displayed in the calendar view include details such as title, status, and time (if optional).

Filters

Step 1.

Step 2.

You can add a new calendar by using the New calendar button. You can edit: calendar’s name, distinctive color or delete it (except the default one). The calendar’s settings, filters and status are displayed in the drop-down sidebar.

You can also filter issues by the types of users.

The user can change the settings of the calendar view and filter the users by their type. The view of the list is determined by the privileges of the role of the user:

2. Issues

Creating an issue

• event (selected by default),
• meeting,
• task.

• subject or descriptions (mandatory area)
• status:
  • new
  • currently in progress
  • done
  • canceled
• calendar
• dates – specify the start and end dates for events and meetings. You can also set a deadline for each task. Depending on where the creation of the issue is activated, a specific day is selected from the grid or the current day. It applies if you use the main button.

Step 1.

Step 2.

The user can add more details by selecting the More options button.

As a result, a window will be displayed with additional options to fill:

• Subject,
• Description,
• subtasks – only for the task mode,
• Place,
• Online meeting option (Type issue: meeting),
• Assigned user,
• Assigned contact,
• Attachments,
• Subtask (Type issue: task),
• Comments,
• Project,
• Type of calendar,
• Dates,
• Estimated hours,
• Milestone,
• Repetition,
• Timetracker- this option is available only for the task type which is associated with the project. From here, you can set the time log spent on an activity. After adding the time log in a task, you can see the information about who, when and how much time spent on it. Time logs are also displayed in the Timesheet project tab. Generating To do – enabled setting will remind you of the event on your desktop in the To-do section. Author – information about the author of the request. You can fill in or change this area.

Subtasks

Attachments

Next to the section’s name, there is a button for uploading attachments. Below you will see a list of files with details including: author, date of upload and file’s type. You can do the following actions for the files: file, view, download and delete.

Cyclicality settings

• everyday,
• weekly,
• monthly
• annual,
• custom.

A task set as recurring will be displayed in the calendar as agreed, e.g. – if Tuesday is a due date and the user has to set a recurrence for weekly, the task will be displayed every Tuesday. Cyclical tasks are also displayed in task lists and kanban but only the closest occurrences of tasks are shown there (according to the period applicable to the list).

You can customize the frequency of occurrences in the custom settings. You can choose the Repeat without weekends option, set a repeat for every week, etc.

The user can specify when the repetition should end. You can choose between:

• • endless,
  • to the specific number of repetitions,
  • to the specific date.

• • only this request,
  • this and following requests,
  • all requests (also for the previous ones),
  • commenting on events.

User assignments

Assigning to contracts

Assignment to the project or HR project

The administrator has full access to all requests. Other users – according to the rights assigned to their role for the calendar’s module.

In Role settings, you can determine which users can access only their calendars – or also calendars of their coworkers (at the section of the same role or the whole organization).

If you have private access, you can only see your calendars and issues. With full permission, you can add your own calendars (full rights).

In Calendar the user can also see other users’ issues if they have been previously assigned to him. Then, in the issue details, the user can see the name of another user’s calendar, but the other user’s calendar is not displayed in the user’s list. If the user has public access, depending on the access level and the public access, he can see calendars and issues which belong to them and other users from another I.p.

Depending on what rights you have, there is a possibility to edit, delete The selected role can also have revoted access to the calendar module and notifications across the application.

Issue on the desktop

On the dashboard, you can see all your issues for the upcoming week. The following issues are displayed in the calendar.