Calendar module

This article concerns the basic functionalities of the RecMan calendar.

RecMan has a full-blown built-in calendar with all the expected calendar features that you find in Google Calendar, Apple Calendar or Office 365. The Calendar is located under the Home Screen on the left side navigation menu.

1. Quickly navigate through the entire month, regardless of your calendar settings, ensuring swift and seamless exploration.
2. Move back and forth seamlessly, adapting to your selected calendar view
3. Skip to the current day of the calendar.
4. Set and change your preferred calendar view by Day, Week, or Month.
5. Easily create a new event. Enhance your planning capabilities and explore the different event types through the convenient drop-down menu on the right side.
6. Modify the calendar shown. Cross off any calendars you prefer not to see and easily add more with the + button. Access additional settings with a click on the cogwheel icon for further customization options tailored to your preferences.

Adding a new calendar event

If, for example, you invite a candidate for an interview from the candidate card, a calendar event will be automatically created. But you can also create events directly from the calendar and then link the event to participants.

Tapping the empty area also opens a Create event popup. Select a time in the calendar, then click (and drag over a longer period, if needed) to create an event. You will then be redirected to the following screen:

1. Name and time of the event. Both are mandatory to create an event.
2. Here, you can select whether to repeat the event, and if so, multiple options are available.
3. Location. You can enter the address or select it on the map with the button Show map. When entering the drop-down list with suggestions will appear.
4. Add a notification and specify when you want to get it with this button.
5. In which calendar the event will show up.
6. Two drop-down lists. In the first one, you can choose the status of your profile during this event. And in the second one, you can select the visibility of it - private or public. Public means visible for your coworkers who have your calendar. Private is invisible to your coworkers even if the calendar is shared. The changes will apply to your calendar but not to other event guests' calendars. Both settings matter only if your calendar is shared. No matter which settings you choose for your event, if the calendar is not shared, the event will only be seen by you.
7. Description of the meeting / meeting agenda.
8. Links. Here, you can link to the relevant websites or the like.
9. Add or remove participants. When you start writing in this field, it will automatically reference your entire RecMan system and categorize users by co-workers, contact persons and candidates. You are able to add an external attendee as well.
10. Define what level of access participants will have - See the event, Invite others, See the attendees list or Modify the event.
11. Save and go back to the calendar.

Edit existing event

If you need to change an existing event, the screen will look very similar to the way it does when you create it.

If this is a repeating event, you will see three different options for Edit or Delete.

If you are a participant, all future repetitions will also be deleted from your calendar. If you are the arranger, it will be deleted for all participants. As a participant, you can also choose to delete the event. The event will then be gone from your calendar, and you will be stated as Not Coming to the meeting arranger and other participants.

Depending on your response, the event will look different on the calendar. Below are three variants of All day events with different responses: Yes, No and Maybe. Response Yes will be automatically chosen for the event you create.

You can hold the Event box and drag&drop it to change the Date of the event.

Appointment slots

By choosing the drop-down list on the right side of the Create button, you can also create Appointment slots for your event. The invitation lets you send several alternatives for times to your participants, so they can choose when it fits their schedules the best.

The appointment slots window looks as follows:

1. Here, you decide the name of the appointment slot.
2. In this box, you can write the address of the meeting. This will be used to illustrate it on a map (Google Maps) in the invitation itself.
3. Field to define whether this is a public or private meeting.
4. Here, you can write a general description or notes.
5. Under participants, you can search for candidates, employees and contact persons in the system and invite them. You can’t invite participants who have not been in the system before.
6. In the Alternatives section, click on the Suggest times button. You can add multiple alternatives. Add suggested date and time. Time is a period you are available that the candidates can choose from, e.g., any time between 9 a.m. – 7 p.m. For Duration - there is a choice of 15 minutes, 30 minutes or 1 hour.

When you have added the times you are available, the meeting participants will select a date and time when you are available and will then book a meeting with you. You can also press the trash can to remove an existing slot suggestion.

If you create a group appointment slot or a sign-up event, an additional field will appear where you can write the maximum amount of participants for the group.

After you have created an event or a slot suggestion, you will be presented with the alternative of sending a standard or a custom message to the participants.

Calendar settings

In the settings, you can create a new calendar, make synchronization with Office 365 or Google Calendar or share your calendar. Click on the name of your calendar to see more settings or sharing options.

Sharing a calendar

You have the option of sharing your calendar with others, and others can also share theirs with you. In the calendar setting, click on your calendar, and you will find the options of sharing your calendar with an employee, seeing who has shared it with you and changing the settings and looks of your calendars.