Quick Start Guide

CyberScheduler and Synchronize are trademarks of CrossWind Technologies, Inc.

All other brand and product names are either trademarks or registered trademarks of their respective companies.

Rev. 7/98

Login
Time Zone
Calendar View (Day, Week & Month)
Meetings
Tasks
Reminders
Participants Tab
Notes Tab
Recurring Tab
Permission Tab
In Box
Browse
Proxy
Go To
Find
Security Tabs (Calendar Permission & Password)
Help

Login

To log in to CyberScheduler, type your server name, your user name and your password. If you don't yet have a password, leave this field blank. If the time zone shown is incorrect, click Time Zone and then select your time zone in the dropdown list. You may also type your time zone in the text box or (if you don't know your time zone) choose the default (the last choice in the list). Click Set Time Zone to return to the login screen and then click Log In.

If this is the first time you are logging in, a message tells you to click OK to set a password.

The server is the computer at your company where the Synchronize CyberScheduler database resides. If you don't know your server name, check with your CyberScheduler administrator.

You have been given a unique user name, which you must use to log in. If you don't know your user name, check with your CyberScheduler administrator.

Your password is required to log in.

Be sure your correct time zone is displayed on the login screen. This allows Synchronize CyberScheduler to properly schedule meetings for users in multiple time zones.

Time Zone

You can change your Synchronize CyberScheduler time zone setting by clicking the Time Zone button on the Login page.
This setting allows you to tell Synchronize CyberScheduler the time zone from which you are connecting. Having the correct time zone setting is important for your events to be displayed and scheduled at the correct time.

If you don't know what to set here then you should select "Use default" from the bottom of the "Select a Time Zone" menu. This will tell CyberScheduler to use the default time zone set by your administrator.

If you don't wish to use the default time zone, for instance if you are in a different country than the server to which you are connecting, you may select another choice from the menu.

If there is no choice in the menu appropriate to your local time zone and daylight savings transition, you may type in a "time zone string." This string is equivalent to the Unix TZ environment variable. For instance, a user on the Pacific coast of the US might wish to set "PST8PDT" to indicate an 8 hour offset from Greenwich Mean Time and to use the daylight savings time conventions local to that area. If you don't know what this string should be, and there is nothing appropriate in the menu, contact your CyberScheduler administrator.

It is very important not to change the settings in this page unless you know what you are doing. Most users should never have to change anything here--the default set by your administrator should be adequate.

Calendar View

The calendar view (in day, week or month format) is the primary CyberScheduler display.

Toolbar

A toolbar of icons at the top of the calendar view allows you to choose CyberScheduler functions:

In Box - Look at new calendar items.
Day - Display calendar view for one day.
Week - Display calendar view for one week.
Month - Display calendar view for one month.
Browse - Look at another user's calendar.
Proxy - Read and write in another user's calendar.
Go To - Display another date in the calendar view.
Find - Search for specific calendar items.
Security - Set calendar permissions and a personal password.
Help - Read about how to use Synchronize CyberScheduler.

Navigator

The navigator section of the calendar view allows you to rapidly move to any date. You may click on a specific date in the two small calendars. The one on the left is the current month; the one on the right is next month. Boldface dates in the small calendars are dates on which new information has been added to your calendar. This feature may be subject to your Web browser's font settings. You can also see the name of the user whose calendar is open, the day and the date. A Today button and left and right arrow buttons move the calendar to today, the prior day or the next day. Finally, a line of links allows you to click on any month this year or this month in any of four years.

Meetings, Tasks and Reminders

The calendar view displays your schedule (meetings), tasks and reminders for the current day, week or month depending on the icon you select. When you first start Synchronize CyberScheduler, the day view is displayed. The title of a new calendar item is in boldface to alert you to new information in your calendar. This feature may be subject to your Web browser's font settings.

Below each type of calendar item are up and down arrows, and M, T and R buttons. The up arrow takes you back to the top of the calendar view. The down arrow takes you to the bottom of the calendar view. M, T and R takes you to the top of meetings, tasks and reminders, respectively.

Tabs for Calendar Items

The title of each calendar item is a link, which means you can click on it to display the tabs for that item. You may also click on an attribute icon (recurring or notes) adjacent to a calendar item to directly display that tab for the item.

You may click the New Meeting, New Task or New Reminder buttons to display the tabs for creating new calendar items.

Once you are viewing tabs related to a specific calendar item, clicking Cancel redisplays the calendar view. Clicking OK also redisplays the calendar view and saves any changes you've made in the tabs.

Meetings

Create a New Meeting

Click the New Meeting button in the calendar view.
Type the title of the meeting in the Meeting tab.
Set the start date using the Month, Day and Year dropdown lists.
If the meeting will span more than one day, set the end date as well.
Set the start time and end time using the respective dropdown lists. You can use these lists to specify how much time you need for the meeting if you need to find free time for multiple invitees in the Participants tab.
Optionally, click the other tabs to invite other users to this meeting, attach a note, make the meeting recurring or set permissions for this meeting.
From any tab, click OK when you are finished creating the meeting. All information in the tabs is saved. If you click Cancel before clicking OK, the meeting is not saved.

Respond to a Meeting Invitation

When you display an existing meeting, click one of the response buttons to send your response to the originator. The response is sent after you click OK in any of the tabs for that meeting. You can also respond yes (you will attend) to a meeting by marking the meeting as seen in the In Box.

Delete a Meeting

In the Meeting tab, you can click Delete Meeting to remove the displayed meeting from the database. The meeting is deleted if you are the originator or if you have write permission for this meeting.

Tasks

Create a New Task

Click the New Task button in the calendar view.
Type the title of the task in the Task tab.
Set the start date using the month, day and year dropdown lists.
To set an optional deadline, select the deadline date using the month, day and year dropdown lists and click On. The default is no deadline.
If you want to set a priority, click High, Medium or Low. The default is medium.
Optionally, click the other tabs to delegate the task to other users, attach a note, make the task recurring or set permissions for this task.
From any tab, click OK when you are finished creating this task. The information in all the tabs is saved. If you click Cancel before clicking OK, the task is not saved.

Mark a Task as Done

To mark a task as done, click Completed in the Task tab. If you want to change your response, you may click Incomplete. The response is saved when you click OK in any of the tabs for this task. Once marked as done, the task does not appear in your calendar view the next day.

Delete a Task

In the Task tab, you can click Delete Task to remove the displayed task from the database. The task is deleted if you are the originator or if you have write permission for this task.

Reminders

Create a New Reminder

Click the New Reminder button in the calendar view.
Type the title of the reminder in the Reminder tab.
Select a start date using the start date dropdown lists.
Optionally, click the other tabs to send the reminder to other users, attach a note, make the reminder recurring or set permissions for this reminder.
From any tab, click OK when you are finished creating this reminder. If you click Cancel before clicking OK, the reminder is not saved.

Delete a Reminder

Reminders only appear on date(s) for which they are created. You do not need to make any response. If you wish to remove a reminder from your schedule, you can click Delete Reminder in the Reminder tab. The reminder is deleted if you are the originator or if you have write permission for this reminder.

Participants Tab

To select other CyberScheduler users to receive a meeting invitation, task assignment or reminder, click the Participants tab when you are creating the calendar item.

Show Database

The Database dropdown list includes the names of any other databases defined by your CyberScheduler administrator. The default database shown is the one associated with the server name used during login. Select the database from which you wish to choose users. Changes take place after you click Show Database.

Show Group

The Group dropdown list includes All and the names of any other groups defined by your CyberScheduler administrator within the currently selected database. The default group shown is All. Select the group from which you wish to choose users. Changes take place after you click Show Group.

User Directory

This list reflects the currently selected database and group.

Choose Users

Click on the names of the user(s) you wish to choose in the User Directory. You can change to a different database or group and continue selecting users. You can also click Select All to select all the users in the current database and group and move them to the participants list.
Click Add to move selected user names to the participants list to the right of the User Directory. You may move selected names out of the participants list by clicking Remove.

See Busy Time of Selected Users

To see a graphic display of users' busy time (time already scheduled for meetings), click Show Busy Time. The button changes to Hide Busy Time. CyberScheduler displays the current week in half-hour blocks of time (from 6 am to 6 pm) with today highlighted. Free time among the selected users in the participants list is green; busy time is red. To hide this display, click Hide Busy Time.

Find Free Time for Meetings

If you're creating a meeting for multiple users and have already selected the users in the Participants tab and a block of time in the Meetings tab, you can click Find Free Time to locate a time when all your selected users are free for that amount of time. This button is to the right of the list of participants in the Participants tab. If you don't select a block of time in the Meetings tab, the default duration is one hour. CyberScheduler displays the first free date and time both here and in the Meetings tab. You can click Find Next to see the next free date and time.

View Meeting Responses or Status of a Task or Reminder

The Participants dropdown list lets you view how users have responded to a meeting. For a task or reminder, you can see a number of status choices. For example, when viewing a task, if you set the participants list to Completed, and click Show Status, the list of users is reduced to those who have already marked the task as done.

For tasks, you can reduce the list to all, unseen, seen, incomplete or completed.

For meetings, you can reduce the list to all, responded, no response, accepted, declined, maybe or uninterested.

For reminders, you can reduce the list to all, unseen or seen.

A one-letter abbreviation for most of these choices appears in the participants list next to the users' names.

Notes Tab

You can add notes to any calendar item so they can be read by users who have permission to read the item. For example, you might add an agenda to a scheduled meeting. When one or more notes exist for a calendar item, the Notes icon is displayed as an attribute of the item.

To read, modify and delete notes:

Click the Notes icon or the Notes tab when you are viewing an item. The Notes tab that appears displays the title and originator of the calendar item to which the note is attached.
Choose the note you wish to view from the Attached Notes dropdown list and click Show Note. The note is displayed in the Body text box.
To delete a note, click Delete Note.
To modify a note (for example, to add items to the agenda), alter the body or title and then click Modify Note. Only the originator of a note can modify it.

To create a new note:

Click the Clear Note button in the Notes tab. This erases any previously displayed note text.
Type the title of the new note in the Title text box.
Type the body of the new note in the Body text box.
Click Add Note.
When you click OK, any changed information in all the tabs is saved and the calendar view is displayed.

Recurring Tab

You can schedule any calendar item to recur at a regular interval within a range of dates.

Use the Start Date and End Date dropdown lists to specify the range of dates between which the item should recur.
Choose the interval type in the Recursion Interval dropdown list. The choices are daily, work-daily, weekly, biweekly, monthly, bimonthly, quarterly, semi-annually and annually.
Click Set Recursion Interval to display additional lists and buttons needed to schedule the selected interval type.
Use the displayed lists and buttons to schedule the selected interval type.
If the interval allows you to select criteria, click on your choice and then click Set Criteria to display additional lists. Use those lists to specify the criteria.

The recursion is set only after you click OK in any of the tabs for this calendar item.

Permission (Calendar Item) Tab

This tab lets you set permissions for a calendar item. The title and originator of the item are displayed at the top of the tab. In the Permissions dropdown list:

Select Default to use the default permission. This means all participants may read the item and only the originator may modify or delete it.
Select Open to allow all Synchronize CyberScheduler users to view the item and only the originator to modify or delete it.
Select Custom to set varying permissions for users (some can read and change, some can read only), and click Set Permissions to display additional fields, lists and buttons in the Permission tab.

Set Custom Permissions

In the Custom Permissions dropdown list:

Select Read Only (or Read & Write).
Click Show to see who is granted this permission.
Select the users to whom you want to grant this permission from the User Directory.
Click the Add button to move users into the list at the far right. You can also select user(s) and click Remove to take their names out of the list.
Select the next choice (Read Only or Read & Write), click Show and choose users to whom you grant this permission. You may set both levels of permission.

Custom calendar item permissions are set after you click OK in any of the item's tabs.

In Box

The In Box is a display of new calendar items (meetings, tasks, reminders and notes) that you have not yet viewed. It includes 2 weeks in the past and 4 weeks in the future from the current date in the calendar view.

Using the In Box

From the In Box, you can click on any item that is a link (usually underlined and displayed in a distinctive color) to take a look at the item. For example, click on a new meeting to display the tabs for that meeting. When you're done looking at the meeting, click Cancel or OK to return to the In Box.
You can click the letter icons M, T, R and N to move to the top of the meetings, tasks, reminders or notes sections in the In Box. This is useful when the In Box is full.
Click in the checkbox to the left of an item if you want to mark it as seen. These marks are saved only if you click OK. Items you mark as seen will not appear the next time you display the In Box. If you mark a meeting as seen in the In Box, you are responding yes (you will attend) to the originator.
When you are done looking at the In Box, click OK or Cancel to return to the calendar view.

Browse

To browse the schedule of another user:

Click the Browse icon in the toolbar.
Select one user name in the list box on the right. Only those users who have granted you browse permission appear in the list.
Click OK. The calendar view for the selected user is displayed. If an individual item is marked (private), this means you do not have permission to read that item.
To return to your own schedule, click the Browse icon and then click Return to My Schedule.

Proxy

If you have been granted proxy permission by a user, you may read any item in that user's schedule and create meetings, tasks and reminders as if you are that user.

Click the Proxy icon in the toolbar.
Select one user name in the list box at the right. Only those users who have granted you proxy permission appear in the list.
Click OK. The schedule of the selected user is displayed with the words Agent for next to the user's name.
To return to your own schedule, click the Proxy icon and then click Return to My Schedule.

Go To

Go To is one method for quickly displaying a different date in the daily, weekly or monthly calendar view.

Click the Go To icon in the toolbar.
Choose the desired month, day and year from the dropdown lists.
Click OK. The calendar view for that date is shown.

Find

Find searches your calendar within a range of dates for meetings, tasks or reminders.

Click the Find icon in the toolbar.
Click on Meetings, Tasks or Reminders.
Type the title (or a portion of the title) of the item you wish to find.
Choose the range of dates to search using the Start Date and End Date dropdown lists.
Click OK to begin the search. Found items are displayed in the list box.
If you wish, select an item in the found list and click the Go To Selection button to view that item.
Click Cancel to return to the calendar view if you don't wish to go to a selected item.

Security

Calendar Permission

To grant other users varying levels of access to your calendar, allow or disallow overbooking and set your workday time:

Click the Security icon in the toolbar. The Calendar Permission tab is displayed.
Choose Browsers, Schedulers or Proxies from the Permission Type dropdown list. Click View to see who already has this type of permission. These types are defined below.
Select the users to whom you want to grant this permission from the User Directory.
Click the Add button to move users into the list at the far right. You can also select user(s) and click Remove to take their names out of the list.
Choose the next permission type (Browsers, Schedulers or Proxies), click View and select users to whom you grant this permission. You may set all three levels of permissions.
Click Allow or Disallow for overbooking (being scheduled for more than one meeting at the same time). If you disallow overbooking, other users who attempt to overbook you will not be allowed to do so.
Optionally, set your workday start and end time using the dropdown lists. The default is 8:00 a.m. to 5:00 p.m. When other users look for your availability for meetings, only the time within your workday is considered available. However, you may be scheduled for meetings that do not fall within your workday.
Click OK to establish the permissions you have set, or click Cancel to discard these changes.

Permission Types

Browsers - Users who may open your calendar using Browse and read calendar items. By default, no users have this permission.
Schedulers - Users who may invite you to a meeting, designate a task for you and send you reminders. By default, all CyberScheduler users have this permission. You can deselect users to whom you do not grant this permission.
Proxies - Users who may access your calendar using Proxy and manage your calendar on your behalf. By default, no users have this permission.

Password

Your personal password controls who may log in to your calendar. The first time you log in to Synchronize CyberScheduler, do steps 4 and 5 below to set your password. Thereafter, to change your password:

Click the Security icon in the toolbar.
Click the Password tab.
Type your current password and click Verify.
Type your new password and click Enter.
Type the new password a second time and click Enter again. The password is saved and the calendar view is displayed.

Help

Click the Help icon from the toolbar to view help on Synchronize CyberScheduler. Click on any topic to jump to help on that topic. To return to the help topic list, click the up arrow at the bottom of a topic discussion. When you are done reading help, click Back in the your Browser toolbar to return to Synchronize CyberScheduler or click the link Return to calendar view at the bottom of the list of help topics.

You may also click Show Help in a tab to display help in each of the tabs. You can later click Hide Help if you don't want the help text displayed.

To view help about login, click the Help button in the log in screen. To view the Synchronize CyberScheduler copyright, click the Copyright button in the log in screen.