User Guide > Calendar > Creating Appointments > Adding participants or resources when creating an appointment

Calendar

Creating Appointments

Adding participants or resources when creating an appointment

You can invite other users or external participants to an appointment.

How to add participants or resources in the appointment editing window:

  1. In the input field below Participants and resources, enter: the email addresses of the participant, the name of a group, distribution list or resource.

    • Matching suggestions will be displayed during input. To accept a suggestion, click on it. To accept the first suggestion, press Enter.

    • To select participants or resources from an address book, click the Select contacts icon on the right side of the input field.

    If a participant does not necessarily have to attend, but should be informed of the appointment, you can mark this participant as optional. To do so, click the Mark as optional icon next to the participant.

  2. Depending on the configuration, you can define whether participants can edit the appointment later. To do so, enable the Participants can make changes checkbox. Please note the following:

    • This option will not be available for appointments in public folders.

    • Those appointments cannot be changed by external participants.

    • The checkbox is only available for the appointment's organiser. Each change is done on behalf of the organiser.

    • Participants can add other participants but not remove participants. Participants cannot remove themselves from the appointment.

  3. To remove participants or resources, click the Remove icon .

    By default, you are entered as organiser when creating the appointment. If you create the appointment in a public calendar, you can remove the organiser from the appointment. To do so, click the Remove icon .

Result:

  • All participants will receive a notification in the notification area. In the Calendar section of the notification settings, participants can define whether to also receive an appointment invitation by email.

    External participants receive an appointment invitation by email.

  • If participants accept the appointment, the appointment will be entered in their calendar.

  • In the Calendar section of the notification settings, you can define whether you receive an email notification if a participant accepts or declines the appointment.

    If external participants accept or decline the appointment, you will receive an email.

  • Depending on the configuration, you can assign a managed resource to the appointment. In this case, the booking delegate receives a booking request for this resource.

  • As soon as the booking delegate accepts or declines your booking request for the resource, you will be informed.

Tip: To find free times of all participants and resources you can use the scheduling view.

Super-ordinate actions:

Subordinated actions:

Parent topic: Creating Appointments