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Using appointmentsM

  • Open a new appointment

    Appointments must have a fixed date, but not necessarily start and end times. If times are specified, however, this impacts their positioning in the Info Center.

    1. Go to the Basis Home tab on the function bar.
    2. Click on the dropdown triangle next to termine Appointmentsand select neu New and, if applicable, your company. A new appointment will open.
      1. If you only enter a date but no time, the event will be shown at the top of the calendar list as an all-day event.
      2. If you enter a start time only, the appointment will be shown in the calendar at that point of time only.
      3. If you enter an end time only, the appointment will be shown as starting at 00:00h in the morning until the specified end time.
      4. If you enter the start and end times, the appointment will be shown in the calendar for these exact times.
      5. Tick the box for all-day appointments. This will place the appointment at the top of the daily list and block the calendar from 00:00 to 24:00.
    3. Enter the Subject and Type of the appointment. Choose a speaking and unique designation for easier retrieval and assignment.
    4. Select termine New from template if any are available. ()
    5. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Enter the participants

    Each appoinment must be linked to at least one user. One or moreOther Bp Event users as well as staff without access to Bp Event or external participants teilnehmer can be created and invited via the tab   Participants  .

    1. The user creating the appointment is pre-assigned as Owner by default, but can be removed manually.
    2. Click on neu Add in the toolbar of the Users list to add participants with access to Bp Event.
    3. Terminteilnehmer, die als Adressen mit Kontaktdaten in der Datenbank gespeichert sind, geben Sie im Fenster Teilnehmer ein. Öffnen Sie mit Klick auf neu Neuanlage die Adressuche und wählen Sie eine Adresse aus.
    4. In the star Other subscribers window, enter external subscribers for which no address exists.
    5. With the right to change Free registration at the top of the event details, you give all Bp Event users the opportunity to register themselves as participants.
  • Link an account or event to the appointment

    If an appointment is created from another record, the two are automatically linked. But records can also be assigned subsequently.

    1. Fügen Sie in der horizontalen Werkzeugleiste über Mit anderem Datensatz verknüpfen eine Veranstaltung hinzu.
    2. Link to a project to the left of it.
    3. Enter a real  address for the appointment
    4. Im Info Center öffnen Sie mit Rechtsklick auf den Termin (Kontextmenü) direkt sowohl die verknüpfte Veranstaltung als auch die hinterlegte   Adresse und dort z.B. den  Routenplaner.
  • Send appointment requests

    Ask the other appointment participants whether they can keep the proposed appointment.

    1. You can invite the teilnehmer participants > userswho have access to Bp Event themselves to the appointment via mail Internal message (icon directly above the input window). When you save the appointment, you are automatically prompted to send an internal message to the appointment participants.
    2. The teilnehmer participants > addresses  (customers, suppliers) invite you to the appointment via a Briefe e-mail (icon directly above the input window).
    3. Die teilnehmer Teilnehmer > Weitere Teilnehmer  laden Sie über Briefe E-Mail (Reiter des Terminfensters) zum Termin ein (Writing an email).
  • Create an appointment template

    Templates make it easier for you to create new appointments, because all predefined entries are taken over directly.

    1. Open a list of existing templates via Basis Basis > termine Dates > termine New with template .
    2. Click in the horizontal toolbar on neu Add.
    3. Create an appointment that you want to use as a template later, with all the necessary mandatory fields. The date will be replaced later at termine New creation with template .
    4. Other details (Personen participants, Dokumentenablage documents etc.) are taken over when the template is applied.
    5. Give the new template a descriptive subject.
    6. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Copy a recurring appointment

    Some appointments repeat at regular intervals. Once you have created one of these appointments in detail with participants, documents, activities and descriptions, copy your defaults to the subsequent appointments.

    1. Open the desired termine appointment.
    2. At the top left of the appointment window, click on the small arrow to the right of saveexpand Save, and select Serienkopie Save and copyfrom the drop-down list.
    3. Enter a New date for a single copy.
    4. Alternatively, select neu Serial copyfor a series of scheduled copies.
      a) Period:
      Geben Sie einen von und bis Zeitraum ein, wird der Termin auf jeden Tag dieses Zeitraumes kopiert.
      If you tick the box for certain weekdays, the event will be copied to the selected weekdays in the above-mentioned period. Decide whether public holidays may be included in this period. If you tick Public holidays, only the public holidays in the selected period are taken into account. To generally exclude public holidays, tick the box Except public holidays.
      Example: Every Monday (except public holidays) there is a department head flash meeting.
      Eine geregelte Wiederholung von Terminen geben Sie über alle "x Tage/Wochen/Monate/Jahre" ein und ergänzen ggf. über die Auswahlliste den Zeitbereich.
      Example: The menu card meeting takes place every 2 months, always on the last weekday of the month.
      b) Liste von Tagen:
      Geben Sie in der mittleren Spalte über neu eine Wiederholung an bestimmten Tagen in unregelmäßigen Abständen ein, oder ergänzen einen oben angegebenen Zeitraum mit einzelnen Tagen.
      Example: The management meets on 24.7., 26.8., 21.9.
    5. Go to the Preview to check if all your dates are listed. You can also delete delete individual days here if necessary.
    6. Use the selection list to set the participant status .
    7. Click on Copy to confirm your input.
  • Set a reminder

    Activate the automatic reminder next to the date of the appointment to be reminded of the appointment. The settings applies to all participants (Bp Event users).

    1. Click on the reminder Reminder icon next to the appointment date.
    2. Select the lead time before the start of the appointment from the picklist.
    3. At the specified time, a short message will appear in the taskbar at the bottom of the screen. It is not actionable and will disappear again after a few seconds.
      Note: Go to the icon optionen Options tab and select icon optionen Settings to enable/disable desktop notifications.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Confirm or cancel your participation

    Anyone who is requested as an appointment participant can confirm or cancel their participation via the infocenter Info Center or directly via the appointment request.

    1. Go to Calendar and right-click on the appointment. A drop-down list opens.
      1. Bestätigen Sie mit ok Teilnahme zusagen.
      2. Only tentatively agree with Offene Mengen Participation still open and enter a short explanatory text if necessary.
      3. Cancel with Abgelehnt Cancel participation and enter a short explanation if necessary.
    2. In der Internen Nachricht, die Sie als Anfrage erhalten, ist der Termin direkt verknüpft und erscheint in der horizontalen Werkzeugleiste. Öffnen Sie mit Klick auf das Aufklappdreieck dieselbe Auswahlliste.
    3. The appointment is also linked in an e-mail request to existing addresses and can be confirmed or cancelled via the drop-down list.
  • Reschedule an appointment

    If you have the authorisation to do so, you can also change the appointment. The owner of the appointment determines who is to have what authorisation to change the appointment under Details in the upper area of the input window at Right to change .

    1. Open the appointment via termine Appointments > suche Search or via the infocenter Info Center right-click on the appointment and edit Open.
    2. Enter new values in the date field or in the time field.
    3. Click on saveat the top left of the appointment window to save the new data.
    4. Alternatively, you can move the appointment to a new day or time in the calendar view or the timeline view of the Info Centre by holding down the left mouse button.
    5. Notify all appointment users of the change to the appointment on request.

    Hinweis: Terminzusagen werden nicht automatisch zurückgesetzt, weisen Sie alle Terminteilnehmer ausdrücklich auf die geänderten Daten/Zeiten hin.