Google calendar

Overview

CivicActions uses shared Google calendars for CivicActions standing meetings, birthdays, and "out of office" time.

You can specify which hours you work. From the guide: "About a third of the way down the "General" settings' page there's a section called "Working hours" and a checkbox that's unchecked by default. If you check it, you can specify your preferred working hours. Once you save your changes, other people will get a warning if they try to schedule you outside those times."

You can see other people's public calendars to help schedule meetings. To view someone else's calendar, type their name in the lefthand column under "other calendars." Finally, there's a link titled "Find a time" (left of what's shown in the gif, below) which shows everyone's schedules next to each other so you can easily see when there are no conflicts.

You can set up blocks of time that people can reserve. Just select "Appointment slots" after you choose a window of time.

Best Practices

  • Set your location, time zone and working hours (& keep them current) using calendar settings: Calendar Settings
  • Always send invitations to first.last@civicactions.com
  • Make sure your main first.last@civicactions.com calendar is at sharing at least free/busy with everyone in CivicActions
  • Consider enabling "speedy meetings" (in Settings)
  • Reply to meeting invitations (yes, no, maybe)
  • Use the "optional" feature for attendees who are not required to attend
  • Use the Find a Time feature: "Find a Time" feature to identify a meeting time where all required participants are free.
  • Complete the Event Details section when creating an event
  • If your event is related to a ticket, then include the ticket reference in the event title (i.e. a Jira RD-19 ticket event could be "Prototype Meeting RD-19")
  • You can create a Hangout link from the event (actually, Hangout links, aka "video calls" are automatically generated when you create a new event)
  • Add the Out of Office Calendar "CivicActions: Out of Office" calendar