Brief Documentation on Central Calendar Application

This version represents event/meeting broadcasting and asking for status of potential attendees. Its designed to avoid the typical iterative email loops that are currently used for this purpose. It also allows all potential attendees to see each other's availability in real time for specific events. The visual scorecard (see down below) is meant to allow a visual interface to availability to replace the current standard of awkward scanning of text/email messaging indicating said availability and then collating that text based information. This is meant to by-pass all of that.

Also, as I see test events added I will go ahead and indicate some attendee status so that you can see from a distance, your lights changed without you doing anything

Instructions:

1. Download the Calendar Note: Only have one of these open on your screen at a time

   The interface should look like this:

   

2. To create an event click on Create a New Event . That will bring up this screen:
   

   This is basically the event authoring screen. Start by filling in the Title of the Event and the Author. Example shown below:

   

3. Next You can specific up to three times; a preferred time and two alternate times. Let's start with the preferred time. Click on Preferred Time Then
   • Click on a Date in the Calendar
   • Select times from the drop down menu; times are given in units of 30 minutes.
   • Set the meeting duration with the slide bar at the bottom if you like

   Now my calendar looks like this:

   

4. Now specify two alternate times by clicking on Alternate Time A and B and specifying the dates/times as done previously. When done click on the Save button. Your screen now shows your event and the preferred time:
   

   Notice that more items have now shown up under Calendar Tasks and under Details.

5. Now this next part will change in terms of interface but not functionality. Click on Show Event Attendance to bring up this screen:
   

6. Click on Add an attendee (eventually this function will be replaced with a list management screen/email interface). Your screen now looks likes this:
   

7. Add the Name of the attendee and click ok. Currently you have to do this one attendee at a time - this will change with the list management window, currently not yet ready. Your screen now looks like this:
   

   The name of the person is shown as well as the three alternate times. The grey dots indicates the person has not yet responsed. To add another attendee click again on Add an attendee . I have now done this for 5 virutal attendees so my screen now looks like this:

   

8. Okay now, you as author of the event are done. You can just keep this status screen up and watch the colored lights change in real time as your potential attendees response. Just send them the URL of the calendar (in step one above) and ask them to double click on the event you just created and indicate their status by selecting their name and clicking on a light. You can then monitor this in real time as the instantly lights change as people respond. The individual attendee indicates their availablity by selecting one choice per time. So for instance, Nod has done this and then clicks the OK button.
   

9. And so here is an example status screen where availability has been indicated and Winkin hasn't responded yet.
   

The main feature of this system is the real time changing of the status screen without any action required on the part of the event creator. Just leave it up and watch it change and this is what you should be doing with your beta test partners to get a feel for this. This feature is unique to our engine and no one else can do this (yet).

Still to do list:

1. Implement the list/attendee management screen
2. Implement a seperate event editing screen (currently this is combined on the event authoring screen)
3. Add the capability for attendees to post a text note (e.g. I can only make the first 6 minutes of them meeting, etc)
4. Implement SSL connections to secure calendars.

Final note: In this beta test mode, everyone will be able to see everyone's else's creations which is fine for now as its all testing. When we implement the SSL connections your event will be designated a unique URL which only the author and the atteendees have access to.