Calender

    Using the UIS Workspace Calendar

    The UIS Workspace Calendar app helps you create, manage, share, publish, and subscribe to calendars and events. It works similarly to other popular calendar applications and can be synchronized with supported devices and calendar clients.

    When you open the Calendar app for the first time, a default calendar is created automatically.

    Managing calendars

    Create a calendar

    Create a new calendar when you want to start with a blank calendar instead of importing existing events.

    1. In the left sidebar, click + New calendar.
    2. Enter a name for the calendar, such as Work, Home, or Marketing Planning.
    3. Click the checkmark to save it.

    The new calendar can be synchronized across your devices, used for new events, and shared with colleagues or other users.

    Import a calendar

    Use the import option to transfer an existing calendar and its events to UIS Workspace.

    1. Click the Calendar settings icon.
    2. In the General section, click Import calendar.
    3. Select one or more calendar files from your device.
    4. Select the calendar into which the events should be imported.
    5. Wait for the upload to finish. A blue progress bar appears below Calendar settings.

    Note: The Calendar app supports iCalendar-compatible .ics files, as defined in RFC 5545.

    Import an event from an .ics file

    Individual events are often shared as .ics files through buttons labelled iCal, Apple Calendar, or Outlook. You can import these files using the same process as a full calendar.

    1. Click the Calendar settings icon.
    2. Click Import calendar.
    3. Select one or more .ics files from your device.
    4. Select the calendar into which the event should be imported.
    5. Wait for the upload to finish.

    Edit, export, or delete a calendar

    1. In the calendar list, click the pencil icon next to the calendar.
    2. Update the calendar name or colour as required.
    3. To save a copy, click Export.
    4. To permanently remove the calendar, click Delete.

    Warning: Deleting a calendar is permanent. You can restore it only if you have a local backup.

    Set calendar transparency

    You can exclude a calendar from free/busy calculations.

    1. Open the calendar settings.
    2. Select Never show me as busy (set calendar to transparent).

    When this option is enabled, events in the calendar do not affect your availability. Your schedule will be shown as free regardless of the events in that calendar.

    Sharing calendars

    You can share a calendar with:

    • Individual UIS Workspace users
    • Groups
    • Users on another UIS Workspace instance through federated sharing

    Calendars can be shared with either read-only or write access. Users with write access can create, edit, and delete events in the shared calendar.



    Note: Calendar shares cannot currently be accepted or rejected. To remove a shared calendar from your list, open the three-dot menu next to it and select Unshare from me. The calendar can be shared again later by the owner.

    Calendar delegation

    Delegation allows another user to manage your calendar on your behalf.

    1. Open the Calendar app settings.
    2. Select the calendar you want to delegate.
    3. Add the user who should manage it.
    4. Choose the required permission:
      • Read access: The user can view the calendar.
      • Write access: The user can create, edit, and delete events.

    Calendar delegation also works with compatible calendar clients.

    By default, a delegatee is not added as an attendee when creating an event for the delegator. The delegator remains the event organiser. If a Talk conversation is attached to the event, both the delegator and delegatee are moderators of that conversation.

    Federated calendar sharing

    Sharing a calendar with a user on another UIS Workspace instance works similarly to sharing with a local user. Enter the recipient using the federated identifier format:

    <username>@<instance>

    Example:

    alice@cloud.example.com

    Starting with UIS Workspace 33, federated shares support read/write access. In UIS Workspace 32, federated calendar shares are read-only.

    Publishing a calendar

    You can publish a calendar using a public link. Anyone with the link can view the calendar in read-only mode.

    1. Open the calendar’s sharing menu.
    2. Click the + icon next to Share link.
    3. Copy the public link or send it by email.

    You can also copy the embedding code and place the calendar in a public webpage using an HTML iframe.

    Embed multiple calendars

    To embed multiple calendars, add their unique tokens to the end of the embed URL:

    https://cloud.example.com/index.php/apps/calendar/embed/<token1>-<token2>-<token3>

    Set the embedded calendar view and date

    Use the following format to set the default view and date:

    https://cloud.example.com/index.php/apps/calendar/embed/<token>/<view>/<date>

    Replace the variables as follows:

    • <token>: The calendar’s public token.
    • <view>: One of dayGridMonth, timeGridWeek, timeGridDay, listMonth, listWeek, or listDay.
    • <date>: now or a date in YYYY-MM-DD format, such as 2019-12-28.

    On the public calendar page, visitors can obtain the subscription link and export the complete calendar.

    Calendar widget

    You can embed a calendar in supported apps, such as Talk or Notes.

    • Use the public link to make the calendar viewable to everyone with the link.
    • Use the internal link to keep the embedded calendar private.

    Subscribe to a calendar

    You can subscribe to an iCal calendar from UIS Workspace. This standard is compatible with Google Calendar, Apple iCloud, and other supported calendar servers.

    1. In the left sidebar, click + New calendar.
    2. Select + New subscription from link (read-only).
    3. Paste the link to the shared calendar.

    The subscription is updated automatically at regular intervals.

    Subscribe to a holiday calendar

    You can subscribe to a read-only holiday calendar provided by Thunderbird.

    1. In the left sidebar, click + New calendar.
    2. Select + Add holiday calendar.
    3. Find your country or region.
    4. Click Subscribe.

    View Google Calendar in  UIS Workspace   — Read-Only


    You can display a Google Calendar in  UIS Workspace   Calendar by subscribing to its iCal (ICS) link. This provides read-only access to the Google Calendar in  UIS Workspace  .

    Prerequisites

    Before you begin:

    • You must have access to the Google Calendar you want to display.
    • You need access to your  UIS Workspace   Calendar.
    • The Google Calendar must provide a Secret address in iCal format.

    Step 1: Open Google Calendar

    1. Open Google Calendar on a computer.
    2. In the left sidebar, find the calendar you want to display in  UIS Workspace .

    Step 2: Open Calendar Settings

    1. Click the gear icon next to the calendar.
    2. Select Settings and sharing.

    Step 3: Copy the Google iCal URL

    1. Scroll down to the Integrate calendar section.
    2. Find Secret address in iCal format.
    3. Copy the iCal URL.

    Important: Keep the secret iCal URL private. Anyone who has this URL may be able to access the calendar's information.

    Step 4: Open  UIS Workspace   Calendar

    1. Sign in to your  UIS Workspace   instance.
    2. Open the Calendar application.

    Step 5: Subscribe to the Google Calendar

    1. Click + New calendar in the calendar sidebar.
    2. Select New subscription from link.
    3. Paste the Google Calendar iCal URL.
    4. Confirm the subscription.

    UIS Workspace will add the Google Calendar to your calendar list.

    Result

    The Google Calendar is now available in  UIS Workspace   as a read-only subscribed calendar.

    You can view the events from Google Calendar in  UIS Workspace  , but you cannot create, edit, or delete Google Calendar events from  UIS Workspace   through this subscription.

    Notes

    • Updates made in Google Calendar may take some time to appear in  UIS Workspace   because calendar subscriptions are refreshed periodically.
    • If the calendar does not appear, verify that the iCal URL was copied correctly.
    • Do not share the Secret address in iCal format with other people.

    Managing events

    Create an event

    You can create an event directly from the calendar view.

    1. In the day or week view, click and drag across the time period of the event.
    2. In the month view, click the required day.

    1. Enter the event name, such as Meeting with Linus.
    2. Select the calendar in which you want to save the event.
    3. Set the start and end time, or select All-day event.
    4. Optionally add a location and description.
    5. To configure attendees, reminders, or recurrence, click More to open the advanced editor.
    6. Click Create.

    Set an event time zone

    Click the globe icon in the event editor to select different time zones for the event’s start and end times. This is useful when scheduling events across different regions or while travelling.

    Add a Talk conversation

    You can attach an existing Talk conversation to an event or create a new conversation from the event window.

    1. In the event editor, click Add Talk conversation.
    2. Select an existing conversation, or create a new one.

    The Talk app must be enabled to display existing conversations.

    Tip: To always open the advanced event editor, disable Enable simplified editor in the Calendar app settings.

    Edit, duplicate, or delete an event

    1. Click the event you want to manage.
    2. Edit the event details, or click More to open the advanced editor.
    3. Click Update to save your changes.
    4. To cancel, close the event window without saving.

    From the three-dot menu next to the event name in the advanced editor, you can:

    • Export the event as an .ics file.
    • Duplicate the event.
    • Delete the event.

    Tip: Deleted events are moved to the Calendar trash bin, where they can be restored if needed.


    Add Talk conversation

    You can include an existing Talk conversation in your event by clicking “Add Talk conversation”. To view the list of existing Talk conversations, ensure the Talk app is enabled. If you’d like to create a new Talk conversation, you can do so directly from the same modal.

    Note


    If you always want to open the advanced editor instead of the simple event editor popup, you uncheck the option `Enable simplified editor` in the `Settings` section of the app.

    Clicking on the blue “Create” button will finally create the event.

    Edit, duplicate or delete an event

    If you want to edit, duplicate or delete a specific event, you first need to click on the event.

    After that you will be able to re-set all event details and open the advanced editor by clicking on “More”.

    Clicking on the “Update” button will update the event. To cancel your changes, click the Close button of the popup or advanced editor.

    If you open the advanced view and click the three dot menu next to the event name, you have an option to export the event as an `.ics` file or remove the event from your calendar.


    Tip
    If you delete events they will go into your trash bin. You can restore accidentally deleted events there.

    You can also export, duplicate or delete an event from the basic editor.



    Invite attendees to an event


    You may add attendees to an event to let them know they’re invited. They will receive an email invitation and will be able to confirm or cancel their participation to the event. Attendees may be other users on your UIS Workspace instances, contacts in your address books and direct email addresses. You may also change the level of participation per attendees, or disable the email information for a specific attendee.

    Changed in version 25.0.0: Attendee email response links no longer offer inputs to add a comment or invite additional guests to the event.

    Tip
    When adding other UIS Workspace users as attendees to an event, you may access their free-busy information if available, helping you determine when the best time slot for your event is. Set your working hours to let others know when you are available. Free-busy information is only available for other users on the same UIS Workspace instance.

    Attention
    The server administration needs to setup the e-mail server in the `Basic settings` tab, as this mail will be used to send invitations.

    Invitation status legend (as an attendee):

    Filled in event: You accepted

    Strikethrough: You declined

    Stripes: Tentative

    Empty event: You haven’t responded yet

    If you are the organizer and all your attendees declined, the event will be empty with a warning symbol.


    Checking attendees’ busy times


    After adding attendees to an event you can click on `Find a time` to bring up the “Free / Busy” modal. It allows you to see when each attendee has other events, and can help you decide on a time when everyone is free.

    Your own busy blocks will be shown in the same color as your personal calendar, your out of office times will be shown in gray, and other attendees’ busy times will have the same color as their avatar shown in the advanced editor.

    You can select a time slot for the event directly on the calendar.


    Assign rooms and resources to an event


    Similar to attendees you can add rooms and resources to your events. The system will make sure that each room and resource is booked without conflict. The first time a user adds the room or resource to an event, it will show as accepted. Any further events at overlapping times will show the room or resource as rejected.

    Note
    Rooms and resources are not managed by UIS Workspace itself and the Calendar app will not allow you to add or change a resource. Your Administrator has to install and possibly configure resource back ends before you can use them as a user.


    Room availability


    Added in version 5.0: UIS Workspace 30 or newer

    If the “Calendar Rooms and Resources” app is installed on your instance, you can now find `Room availability` the `Resources` section. It lists all the existing rooms. You can check the availability of each room in a manner similar to checking the free/busy status of event attendees.


    Add attachments to events


    You can import attachments to your events either by uploading them or adding them from files

    Note
    Attachments can be added while creating new events or editing existent ones. Newly uploaded files will be saved in files by default in the calendar folder in the root directory.

    You can change the attachment folder by going to **Calendar settings** and changing `default attachments location`.


    Set up reminders


    You can set up reminders to be notified before an event occurs. Currently supported notification methods are:

    Email notifications

    UIS Workspace notifications

    You may set reminders at a time relative to the event or at a specific date. If you would like all the events in a calendar to have a default reminder, you can configure that in the settings of that calendar.

    Note
    Only the calendar owner and people or groups with whom the calendar is shared with write access will get notifications. If you don’t get any notifications but think you should, your Administrator could also have disabled this for your server.

    Note
    If you synchronize your calendar with mobile devices or other 3rd-party clients, notifications may also show up there.



    Add recurring options


    An event may be set as “recurring”, so that it can happen every day, week, month or year. Specific rules can be added to set which day of the week the event happens or more complex rules, such as every fourth Wednesday of each month.

    You can also tell when the recurrence ends.


    Trash bin

    If you delete events, tasks or a calendar in Calendar, your data is not gone yet. Instead, those items will be collected in a *trash bin*. This offers you to undo a deletion. After a period which defaults to 30 days (your administration may have changed this setting), those items will be deleted permanently. You can also permanently delete items earlier if you wish.

    The `Empty trash bin` buttons will wipe all trash bin contents in one step.

    Tip
    The trash bin is only accessible from the Calendar app. Any connected application or app won’t be able to display its contents. However, events, tasks and calendars deleted in connected applications or app will also end up in the trash bin.


    Automated User Status

    When you have a calendar event scheduled that has a “BUSY” status, your user status will be automatically set to “In a meeting” unless you have set yourself to “Do Not Disturb” or “Invisible”. You can overwrite the status with a custom message any time, or set your calendar events to “FREE”. Calendars that are transparent will be ignored.


    Responding to invitations


    You can directly respond to invitations inside the app. Click on the event and select your participation status. You can respond to an invitation by accepting, declining or accepting tentatively.

    You can respond to an invitation from the advanced editor too.



    Availability (Working Hours)


    The general availability independent of scheduled events can be set in the groupware settings of  UIS Workspace  . These settings will be reflected in the free-busy view when you schedule a meeting with other people in Calendar. Some connected clients like Thunderbird will show this data as well.


    You can configure one-time absences on top of your regular availability in the Absence settings section.


    Birthday calendar


    The birthday calendar is a auto-generated calendar which will automatically fetch the birthdays from your contacts. The only way to edit this calendar is by filing your contacts with birthday dates. You can not directly edit this calendar from the calendar-app.

    Note
    If you do not see the birthday calendar, your Administrator may have disabled this for your server.


    Appointments


    As of Calendar v3 the app can generate appointment slots which other  UIS Workspace   users but also people without an account on the instance can book. Appointments offer fine-granular control over when you are possibly free to meet up. This can eliminate the need to send emails back and forth to settle on a date and time.

    In this section we’ll use the term organizer for the person who owns the calendar and sets up appointment slots. The attendee is the person who books one of the slots.


    Creating an appointment configuration


    As an organizer of appointments you open the main Calendar web UI. In the left sidebar you’ll find a section for appointments, were you can open the dialogue to create a new one.

    One of the basic infos of every appointment is a title describing what the appointment is about (e.g. “One-on-one” when an organizer wants to offer colleagues a personal call), where an appointment will take place and a more detailed description of what this appointment is about.

    The duration of the appointment can be picked from a predefined list. Next, you can set the desired increment. The increment is the rate at which possible slots are available. For example, you could have one hour long slots, but you give them away at 30 minute increments so an attendee can book at 9:00AM but also at 9:30AM. Optional infos about location and a description give the attendees some more context.Every booked appointment will be written into one of your calendars, so you can chose which one that should be. Appointments can be public or private. Public appointments can be discovered through the profile page of a UIS Workspace user. Private appointments are only accessible to the people who receive the secret URL.

    Note
    Only slots that do not conflict with existing events in your calendars will be shown to attendees.

    The organizer of an appointment can specify at which times of the week it’s generally possible to book a slot. This could be the working hours but also any other customized schedule.

    Some appointments require time to prepare, e.g. when you meet at a venue and you have to drive there. The organizer can chose to select a time duration that must be free. Only slots that do not conflict with other events during the preparation time will be available. Moreover there is the option to specify a time after each appointment that has to be free. To prevent an attendee from booking too short notice it’s possible to configure how soon the next possible appointment might take place. Setting a maximum number of slots per day can limit how many appointments are possibly booked by attendees.

    The configured appointment will then be listed in the left sidebar. Via the three dot menu, you can preview the appointment. You can copy the link to the appointment and share it with your target attendees, or let them discover your public appointment via the profile page. You can also edit or delete the appointment configuration.


    Booking an appointment


    The booking page shows an attendee the title, location, description and length of an appointment. For a selected day there will be a list with all the possible time slots. On days with no available slots, too many conflicts or a reached daily maximum limit of already booked appointments, the list might be empty.

    For the booking, attendees have to enter a name and an email address. Optionally they can also add a comment.

    When the booking was successful, a confirmation dialogue will be shown to the attendee.

    To verify that the attendee email address is valid, a confirmation email will be sent to them.

    Only after the attendee clicks the confirmation link from the email the appointment booking will be accepted and forwarded to the organizer.

    The attendee will receive another email confirming the details of their appointment.

    Note
    If a slot has not been confirmed, it will still show up as bookable. Until then the time slot might also be booked by another user who confirms their booking earlier. The system will detect the conflict and offer to pick a new time slot.


    Working with the booked appointment


    Once the booking is done, the organizer will find an event in their calendar with the appointment details and the attendee.

    If the appointment has the setting “Add time before event” or “Add time after the event” enabled, they will show up as separate events in the calendar for the organizer.

    As with any other event that has attendees, changes and cancellations will trigger a notification to the attendee’s email.

    If attendees wish to cancel the appointment they have to get in contact with the organizer, so that the organizer can cancel or even delete the event.



    Create Talk room for booked appointments


    You can create a Talk room directly from the calendar app for a booked appointment. The option can be found on the ‘Create appointment’ modal. A unique link will be generated for every booked appointment and sent via the confirmation email when you check this option.


    Proposals


    Added in version 6.0: UIS Workspace proposed times for a meeting. The organizer can then review the participants’ preferences and choose the most suitable time for the meeting.


    Managing proposals


    The proposal list in the left sidebar shows all the proposals that the user has created. The list shows the title of the proposal, the number of responded participants and a status of whether all participants have responded.

    The user can click on the three dot menu next to a proposal item to edit, delete or view an existing proposal.


    Creating a proposal


    To create a new proposal a user can click on the plus icon next to the “Meeting Proposals” header at the top of the proposal list. This will open a modal where the user can enter all the relevant details for the proposed meeting.

    The proposal editor has some basic fields that are similar to the event editor, such as title, description, location, duration and participants selection, that the user can fill out. These details are then used to inform the participants about the proposed meeting and times.

    The key difference is the “Proposed times” selection, where the user can select multiple time slots for a meeting. The user can add as many time slots as they want, and each time slot can be edited or removed as needed.

    Once the user has filled out all the required details, title, duration, participants and selected the proposed times, they can click the “Create” button to create the proposal. This will save the proposal and send notifications to all the selected participants.


    Editing a proposal


    A user can edit an existing proposal by clicking on the three dot menu next to a proposal item in the proposal list and selecting “Edit”. This will open the same modal as when creating a new proposal, but with all the existing details filled out.

    After making any necessary changes, the user can click the “Update” button to save the changes. This will also send notifications to all the participants about the updated proposal.


    Viewing a proposal progress


    Users can view the progress of a proposal by clicking on the proposal item in the proposal list or clicking “View” in the three dot menu. This will open a detailed view of the proposal, with all details and a times and participants matrix, showing all the proposed times and participants’ responses.

    In this view, the user can see which participants have responded to the proposal and their preferences for each proposed time. The user can also see the total number of votes for each proposed time, which can help them decide on the best time for the meeting.

    Once the user has reviewed the participants’ responses, they can select the most popular time for the meeting by clicking on the “Create” button at the end of the date/participant matrix. This will create a new event in the user’s calendar and send notifications to all participants about the confirmed meeting time.


    Notifications for a proposed meeting


    Users will receive email notifications for various events related to a proposed meeting, including:

    When a new proposal is created

    When a proposal is updated

    When a proposal is deleted

    When the final meeting time is confirmed

    These notifications help all participants stay informed and engaged throughout the proposal process.

    The notification emails contain the basic details for the proposed meeting, like title, description, location, duration, and proposed times. They also include a link to the response page, where participants can see all the details and respond to the proposed times.


    Responding to a proposed meeting


    Participants can respond to a proposed meeting by clicking on the link in the notification email. This will open the detailed view of the proposed meeting, where they can see all the proposed times, other participants’ and their responses, and select their availability/preferences for each proposed time.

    Participants can select their availability for each proposed time by selecting their preference on the corresponding line in the times and participants matrix. They can choose from three options: “Yes”, “No”, or “Maybe”. Once they have made their selections, they can click the “Submit” button to save their responses.

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