I noticed with interest that, although the product WebCalendar has an excellent installation guide, and decent on-line help, it has no real basic description of how to do things.
Since I work at a bank with non-technically-skilled co-workers, I felt we needed something that would gently introduce them to how to use WebCalendar. You are free to copy the below text for use on your own Intranet or wherever else; as usual, my blanket copyright at the bottom of this site covers this document as well as others. All I require is a prominent link back to the URL from which you initially copied the text.
If you choose to use this as an introduction for your users, won’t you please leave a comment? It’s not much, but it is encouraging.
I made one code modification to WebCalendar: I changed the includes/styles.php file, in the “.navlinks” section, to:
text-decoration: underline
My users are not very technically competent, and although the default css causes “hover” actions over links to glow, they still have trouble finding the links unless they are underlined like everywhere else on the web.
And away we go!
HowToUseWebCalendar
The WebCalendar program is remarkably simple to use, yet has some very powerful features if you choose to take advantage of them.
BASIC USAGE
To create an appointment:
- Click the plus sign (+) for the day and hour in which you wish the appointment to start, or click the “Go To: Add New Entry” link at the bottom of your screen. non-geek translation: Look for the phrase “Go to:” at the bottom of your screen, and read to the right until you see the underlined words “Add New Entry”.
- You will now be at the Add Entry screen. Most options here are self-explanatory. Enter appropriate values for the date, time, duration, and priority. Note: “access” is a special field! If you leave it at “public”, any other user may view this appointment. If you set it to “confidential”, only you or those you have designated as your assistants may view it.
- Note that you and others will not be emailed reminders of your appointment at scheduled times by default. You first need to check “yes” next to “Send Reminder:”, then enter the time before the appointment at which the reminder will be sent. Times less than five minutes are not useful, since the calendar application only checks to see which appointments it should notify about at five-minute intervals.
- From this point on, the options in the screen are more advanced, and only necessary if you wish to set e-mail reminders, invite other participants, or schedule repeating events. Important Note: WebCalendar? will notify you of conflicts in scheduling with your invitee, and allow them to correct it. It is not configured to allow multiple appointments scheduled for the same time, as some other calendars do.
To allow someone else to write to your calendar:
- WebCalendar? allows you to designate Assistants who can read, create, modify, and delete both public and confidential calendar items. Without you designating someone as assistant, nobody can change your calendar or read your confidential items — not even an administrator. Click the “Assistants” option in the “Admin” menu at the bottom of your screen.
- Select the assistant(s) name(s) you wish to allow to read, delete, and create confidential appointments for you. Hold down the CTRL key to select multiple assistants.
- When that assistant next logs on, s/he’ll have a new option to manage your calendar at the bottom of his/her screen. Note: You don’t need to make someone an assistant in order for them to invite you to a meeting, or to read the “Public” entries in your calendar.
Layering someone else’s calendar over yours
- WebCalendar? allows you to layer an arbitrary number of other users’ public calendars overtop your own. Initially, this feature is turned off. Click the “Admin: Enable Layers” link to turn layers on.
- Click the “Admin: Edit Layers” link.
- Click the “Add Layer” link.
- Choose the source user name for the calendar you wish to layer over your own, and choose an appropriate color for the user’s calendar using the “Select” button.
- You can choose to show other users’ events that duplicate your own by selecting the “Duplicates” check box. I’m not sure why you’d want to do that, but hey, it’s there.
- Click the “Save” button.
- Repeat this procedure for all other public calendars you wish to layer over your own.
Advanced Usage
Managing Views
- You can create multiple-user views of all the public entries in other people’s calendars (for instance, to view the calendars of everyone in your department at a glance). Click the “Manage Views” link under the “Views” menu at the bottom of your screen.
- Click the “Add New View” link.
- Give this view a name.
- Select the view type you wish to display. There are several different powerful formatting options; play with them.
- Select the user(s) you wish to have a one-click view for. Hold down the CTRL button to select multiple users.
- Click the “Add” button to add this view.
- You now have one-click instant action to the view of calendars you have saved, by name, in your “Views” menu at the bottom of your screen.
Creating Reports
- In the “Reports” menu at the bottom of your screen, click on “Manage Reports”.
- Give your report a name, and select the user for whom you wish to run a report.
- For “Include standard header/trailer”, this is simply a formatting option. Choose “no” if you wish to create a printer-friendly report, or leave it at the default of “yes” for web display.
- Categories are an unused field. “previous/next” links are only useful if this report is to be a regularly referenced web report and not printed out. Including empty dates seems a silly option for a report, but there it is.
- Now, as far as Page, Day, and Event templates, until you’ve run a few reports, I suggest you steer clear of modifying the default values. The defaults will give you a reasonable report on appointments for the user. Note: You can only run Reports on yourself. Right now, even if you select a different user to run the report on, it still runs it against yourself. It seems to be a bug… erm, a security feature at this point. I’ll update these docs if the situation changes.
Additional notes for those who’ve managed to read this far without falling asleep:
- Due to the way we have configured WebCalendar, the “Admin: Account” link just doesn’t work. Options appear if you click it, but they don’t do anything except tell you about yourself.
- You can change your colors under your “Admin: Preferences” link.
- You can export appointments to Palm Pilot format. Unfortunately, you can’t import them later, and exporting them to your Pilot twice results in two identical appointments. Use with caution. You can also export to iCal format, which is pretty convenient for various other Personal Information Management applications.
- The “Go to: Search” link only searches your own calendar. It’s a known bug… erm, feature, I mean. Yeah, it’s a pain that you can’t search someone else’s calendar for whom you are an assistant. And, before you ask, you can’t dodge the searching problem by adding other users to layers on your calendar. The fix for this problem is in the works, but is certainly at least some months away.
- WebCalendar allows you to use it as an iCal source for iCal-compliant calendaring applications. Unfortunately, if you wish to do this (using Mozilla Calendar, for instance), you’re breaking new ground, since we’re not quite sure how to do it yet.
