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Thread: Admin Asst scheduling calendars

  1. #1
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    Default Admin Asst scheduling calendars

    Is there a suggested procedure for a admin asst. to schedule meeting for her 5 managers?

    Currently she has manager access to all 5 calendars. When she schedules a meeting using "find attendees" it also schedules the meeting on her calendar.

    Is there a way to schedule meetings and not have it on her calendar?

  2. #2
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    Same question here. I am playing with an "Out of Office" calendar for my entire company to put their planned vacation days on, and one downside is that everyone MUST create their own events or else the creator is also considered an attendee.

    The more I look at it though, the more it seems that a shared calendar is just a lousy way to do what I want. No one needs reminders, notification, etc. Hmph.

  3. #3
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    Perhaps I am misunderstanding your situation, but this seems as if it is very doable.

    I have 5 Doctors in our clinic. They have shared their calendars with me (with Manager privileges). To see Dr X 's calendar, I clicked on the box to put a check mark in it. Then, I went to this Thursday, selected from 1-2 pm. The small calendar appointment box pops up. I selected Dr X from the Calendar drop down button (otherwise, it defaults to putting the appointment on MY calendar). Then I selected OK.

    The appointment shows up on DR X's calendar but not on mine. If I uncheck my Calendar but leave Dr X's calendar checked , I can see the appointment. If I uncheck Dr X's calendar but check mine, I do NOT see the calendar.

    So, Dr X has an appointment (iI could also have made an all day appointment), that shows up on Dr X's calendar but not on mine.

    Isn't this what you wanted to do?

    Mike

  4. #4
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    Ah. Yes, but that requires having a calendar for each person. I was trying to have one calendar for everyone. Otherwise everyone would have to have 80 calendars showing to see when everyone was going to be on vacation. I think that the calendar paradigm in Zimbra (or maybe anywhere) just doesn't fit what I'm trying to do, and I need to find another route.

  5. #5
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    Quote Originally Posted by furball4
    Ah. Yes, but that requires having a calendar for each person. I was trying to have one calendar for everyone. Otherwise everyone would have to have 80 calendars showing to see when everyone was going to be on vacation. I think that the calendar paradigm in Zimbra (or maybe anywhere) just doesn't fit what I'm trying to do, and I need to find another route.

    I am doing this for our medical clinic!

    I created a user "Clinic". This user would be used for clinic wide events.
    I then shared this calendar with all other Zimbra users. I made it viewable by all, and Manager for a selected group.

    I (being one of the selected group with Manager rights) can place an appointment on the "Clinic" calendar that show up ONLY on the "Clinic" calendar. All users can view the "Clinic" Calendar.

    For your use, you could have all users with Manager rights so that they can put their vacation/out days on the common "Clinic" calendar.

    You can do the same thing to make a common address book.

    I am doing this very situation for our medical clinic. All users can view the common "Clinic" calendar to see what holidays are scheduled, when our next in-service meeting is, way the next payroll day is, etc. They can also view the common address book, ER phone number, pharmacy phone number, equipment repair phone number,etc.

    Perhaps, this would work for your situation.

    Mike

  6. #6
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    Default Scheduling by Assitant

    My situation is different.

    A admin assitant has manger rights for several calendars and she can schedule a meeting for each of them. The issue is scheduling a meeting with several managers, but she is not in the meeting.

  7. #7
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    Quote Originally Posted by Rick Baker
    My situation is different.

    A admin assitant has manger rights for several calendars and she can schedule a meeting for each of them. The issue is scheduling a meeting with several managers, but she is not in the meeting.
    This also works!

    We do this right now for our clinic doctors.

    I have Dr X, Dr Y and Dr Z who I need to set up for a meeting this Friday, from 10-2. I (being their admin assistant) will NOT be attending the meeting. I do have Manager rights to their calendars.

    I select 10-2 on friday, up pops the appointment box, I select ONE of the Dr's calendar from the drop down calendar button (say for example, Dr X), then I select "More Details". I go to the "Find Attendees" tab and search and select Drs Y and Z, save.

    Now, the appointment shows up on Dr's X,Y and Z calendars but NOT on mine (the admin asst).



    Mike

  8. #8
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    Default Question on setting up appt.

    Quote Originally Posted by mjfleck2000
    This also works!

    We do this right now for our clinic doctors.

    I have Dr X, Dr Y and Dr Z who I need to set up for a meeting this Friday, from 10-2. I (being their admin assistant) will NOT be attending the meeting. I do have Manager rights to their calendars.

    I select 10-2 on friday, up pops the appointment box, I select ONE of the Dr's calendar from the drop down calendar button (say for example, Dr X), then I select "More Details". I go to the "Find Attendees" tab and search and select Drs Y and Z, save.

    Now, the appointment shows up on Dr's X,Y and Z calendars but NOT on mine (the admin asst).



    Mike
    Question. Do all three Dr's get an email and do the calendars for all three show up brighter so they would have to accept the meeting?

  9. #9
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    Quote Originally Posted by Rick Baker
    Question. Do all three Dr's get an email and do the calendars for all three show up brighter so they would have to accept the meeting?
    In my example, the appointment was placed on Dr X's calendar and Dr Y and Z were invitied. Dr X does not get an email , the appointment just shows up on his calendar.

    Drs Y and Z do get an email informing them of the meeting AND the meeting shows up on their calendar. Drs Y and Z 's appointments are marked as tentative and show up as a slightly different color. They can accept the appointment so that it is no longer tentative.

    If someone else tries to schedule any of these three Drs for a different meeting in this same time slot, this time slot will show up as either busy or tentative, depending upon whether or not they have accepted the appointment.

    Mike

  10. #10
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    Default Notification

    That is the issue. Admin assitant can't invite all.

    Work around for now is to have the admin assitant create a new personal calendar and use the default calendar as a catch all for all the meetings that she schedules for managers


    Quote Originally Posted by mjfleck2000
    In my example, the appointment was placed on Dr X's calendar and Dr Y and Z were invitied. Dr X does not get an email , the appointment just shows up on his calendar.

    Drs Y and Z do get an email informing them of the meeting AND the meeting shows up on their calendar. Drs Y and Z 's appointments are marked as tentative and show up as a slightly different color. They can accept the appointment so that it is no longer tentative.

    If someone else tries to schedule any of these three Drs for a different meeting in this same time slot, this time slot will show up as either busy or tentative, depending upon whether or not they have accepted the appointment.

    Mike

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