Calendar Setup
This document describes the different functions that users can have in the calendar and how to interact with it.
User Types
In the calendar, users can have different roles that determine their permissions and capabilities:
- Administrator: Has full access to manage the calendar, including adding and removing users, and modifying calendar settings.
- Participating User: Can view and modify their own shifts and preferences, but cannot manage other users or change calendar settings.
- Guest User: Has limited access, generally only to view the calendar without the ability to make changes.
Actions by Role
Administrator
Administrators have full control over the calendar and can perform a variety of actions to manage users and settings. Below are the main functions available to administrators:
Add User:
- Administrators can add new users to the calendar.
- When adding a user, initial settings can be established, such as user type and maximum number of shifts per month.
- This function is essential to keep the calendar updated with current staff and their roles.
Delete User:
- Administrators have the ability to permanently delete users from the calendar.
- This action is irreversible and should be done with caution, as it will delete all user-associated data in the calendar.
- It's useful for keeping the user database clean and updated, especially when a user is no longer part of the organization.
Modify Settings:
Administrators can change calendar settings, such as demand types, user types, and day types. You can review the configuration guides for each of these options by clicking on the following links:
They can also assign the staff demand needed for each day.
Temporary User Activation and Deactivation:
- Administrators can change a user's status to active or inactive. This is a reversible change. It can be useful to temporarily deactivate a user if the organization's situation requires it.
Calendar Security:
- Administrators can set passwords to protect the calendar.
Appoint a user as administrator:
- Administrators can appoint a user as administrator.
- They can also demote an administrator user to participating user.
Delete calendar:
- Administrators can delete the calendar.
Modify user preferences:
- Administrators can modify users' preferences in the calendar, such as work preferences, vacation preferences, etc.
- More information in the Set your requirements guide.
Generate calendar automatically:
- Administrators can initiate the calendar generation process automatically.
- More information in the Autogenerate calendar guide.
Revert to previous calendar state:
- Administrators can revert to the previous calendar state after an automatic generation.
- This is useful if an incorrect calendar has been generated, or we want to try again with other requirements.
These functions allow administrators to effectively manage the calendar and ensure that all users have the appropriate permissions and roles.
Participating User
Participating users have access to the following functions:
Temporary User Activation and Deactivation:
- Participating users can change themselves to active or inactive. This is a reversible change. It can be useful to temporarily deactivate a user if the organization's situation requires it.
Leave calendar:
- Users can leave their participation in the calendar.
- This action is irreversible. You can join the calendar again but your previous data will be lost.
Modify their work preferences:
- They can adjust their own shifts and work preferences.
- More information in the Set your requirements guide.
Guest User
View Calendar:
- They can view the calendar but cannot make changes.
Other Actions
Sync calendar with Google Calendar:
- Users can sync the calendar with Google Calendar.
- To do this, the user must grant permissions with the "Connect with Google Calendar" option in the dropdown menu in the top right. Once access is granted, the option to sync the calendar with Google Calendar is enabled.
- At any time, the user can disconnect the calendar from Google by clicking on the dropdown menu in the top right and selecting "Disconnect Google Calendar".
Export calendar to Excel:
- Users can export the calendar to Excel.
- This is useful for exporting the calendar to a format that can be opened with other applications.
Next Steps
After setting up the calendar, you can:
- Automatically generate the calendar based on established settings.
- More information in the Autogenerate calendar guide.