The subject of the calendar describes what this item is for

This is the user whom this calendar item is for. You will see additional users in this drop-down, if you were given permissions to their calendar.

 

This drop-down indicates the activity code for the appointment. You will see all activity codes that you have permission to use.

This drop-down indicates the program code for the appointment. You will see all program codes that you have permission to use.

This drop-down indicates the location for the appointment.  The combination of codes (activity,program,location) that you select will determine how this item is billed after you add it to a timesheet.

You can optionally add in a location under the drop-down. This field could be used to enter an address if the location code is not specific enough.

You can make a calendar item private by checking this checkbox.

If other users looking at your calendar will only see the duration and a ~busy~ subject. They will not be able to open the private item.

Checking the All Day check box will toggle the calendar item to be an all day event. In the field next to all day, you will enter the amount of hours this event will represent. The default being 7.5.

The start and end fields allow you to enter dates for the appointment. you can either manually type in a date with the format of MM/DD/YYYY, or click the buttons to be presented a date/time picker.

Repeat allows you to set the calendar item to recur at certain intervals. Selecting the value from the drop-down will set up a reoccurring item for every Day,Week,Month,or Year.

Clicking the edit button next to the drop-down will allow you to set additional repeat settings.

Show As changes the way the calendar item shows on your calendar

The left bar of the appointment will change color based on the value selected in Show As

Invitees will allow you to select users in your organization to invite to the appointment. Begin typing their name, and select from the list provided.

Remind Me allows you to get a reminder before the appointment begins. The default is never, and you can select from 5 minutes to 2 weeks.

You will see the reminder as a system alert with the subject of the appointment, and the start time.

The Event Color will allow you to change the color of the appointment as it shows on your calendar. What the colors represent is up to your or your organization. For example, if you have a appointment with a client, and that client cancels, you could change the Event Color to red.

To add a new service, click the "Add New Service" or "Add from Group". Add from group will allow you to add multiple contacts at once based on groups you have permission to. Add new service will allow you to search for an individual contact in the system. After clicking the Add New Service button, enter the contact you would like to search for, and click the search button.

After a contact is selected, you can choose activity/program codes by clicking in the area of the activity/program. If you do not select a code here, the codes on the detail tab will be used when the item is sent to billing. Normally you will leave these codes alone in favor to setting them on the main appointment. An example on when you would use these fields would be a group appointment where individual contacts are there for a different activity. You could set the individual activity codes.

You can remove a contact from the grid by clicking the X located in the grid at the same level of the contact you would like to remove.