Customer Documentation
Welcome to the Well Done Group Secure Customer Calendar system. The calendars are administered by WDG staff so if you want to make  changes updates to the format of the Calendar please contact Calendar support on 02 4422 2222 during office hours and discuss. However all the day to day activity you can perform.

Before we start, its important to understand key issues:

• Your WDG Receptionist will enter all the required information to allow follow up of clients, showing clearly who’se booked in when and for how long. It is just as important that you do as well.
• We have many professions using these calendars successfully and the most important thing to become successful is to learn the system, go to our training page and use the training system in conjunction with the instructions below.
• Some times words can be confusing so to assist note that:
  • Event just means the entry you make to reflect an appointment
  • Pop-up is a box of information that displays over the top of the calendar that might require information to be entered. Always remember to complete any entries and save or delete information boxes.
  • The system runs an audit trial so we can track who does what and when.
  • You can print all your bookings, but remember WDG can nupdate your calendar 24/7.

Handling bookings

It's easy to add an event to a calendar. Click on the Add/Edit link below the calendar, or click on the day you want to add the event to; this brings up the Event Edit screen for that day.

Note: if you don't have permission to Add events to a calendar, the links will not appear. Also, the calendar may have been configured not to display the bottom links.

Any events which already exist for that day are displayed, as well as a form you can fill out to create a new event. The only required field is the Event Text.

In addition to the event text, you can specify:

• The date of the event (if you clicked on a day, this defaults to that date.)
• Popup text to be associated with the event, or an HTTP URL that clicking on the event brings up
• Start Time and End Time
• whether the event is Private or not (see Event Privacy below)
• whether or not to draw a border around the event (BlockView only)
• a Category for the event, which has associated default colors and can also be used for Searching and Filtering
• Customer details – enter Telephone #, Mobile #, Fax #, Email, Address

The calendar will automatically detect URLs and email addresses in your event text, making them "clickable links" in your browser. It will recognize URLs that start with http:// or www (e.g. http://welldone.com.au or Email addresses are also recognised calendaradmin@welldone.com.au as email addresses.

For links that start with www, The Calendar will include only letters, numbers, and the underscore; for http:// links, everything up to the next space is included. So, if you have the text www.welldone.com.au/the Calendar/docs in an event, it would appear as www.welldone.com.au/the Calendar/docs

On the other hand, event text like http://www.welldone.com.au/the Calendar/docs would appear as  www.welldone.com.au/Calendar/docs

Finally, you can have complete control by specifying the actual HTML code in the event. For example, this text:
  
Would show up as:   Here is the doc page for The Calendar.

The automatic link detection is automatically suppressed for all text if your event contains any of these "<a " link tags.

Repeating Events
You can also specify that an event repeats. An event can repeat on every day, or every week, or every other week, or every third Monday, Wednesday, and Friday, etc. An event can also repeat in the "the third Thursday of every month" fashion. You can select the end date for the event, or let it repeat forever.

After creating a Repeating Event, you can edit or delete single instances of the series, or you can edit or delete all the events in the series at once.

Event Privacy
You can specify how each event should behave if your calendar is included in another calendar. You can classify each event as:

Add to Multiple Calendars
If the calendar you're working with has this feature enabled, you'll see a list of calendars labelled "Add to Which Calendars?" This allows you to add an event to multiple calendars; each calendar will get its own copy of the event. The current calendar is selected by default, and you can choose one or more others from the list, or de-select the default. After creating it, deleting or modifying the event in one calendar will have no effect in any of the others.
Depending on the configuration, the listed calendars will include either: all calendars you have Add permission in; only those calendars in the current calendar's groups; or only those calendars included into the current calendar. (Note: Multiple selection works differently in different browsers; you may need to hold down the "Control" or "Shift" key while clicking on names after you select the first one.)

Email Notification
If you would like The Calendar to automatically send email notifying people that an event has been added, fill out the Email Notification section when adding the event. You can specify addresses for the To:, CC:, and BCC: fields of the email. Additionally, you can enter any extra text you would like to include in the email message (this text will not display anywhere on the calendar.) When you save the new event, an email message will go out to the addresses you entered.

Email Reminders (Requires Email Reminders Option)
If you have purchased the optional Email Reminder package, you can have The Calendar send reminder emails before an event is scheduled to occur. Choose how long in advance of the event you would like the email sent, and fill in one or more email addresses. You can specify times for one or two reminders.

If the event has no Start Time, the time to send the email is computed from midnight on the beginning of the day of the event. For example, specifying "12 hours" for an event with no time would cause the reminder message to be sent at noon on the preceding day.

As in Email Notification, you can list multiple email addresses; just separate them with commas.

Note: you have probably noticed there are multiple Create Event buttons on the screen (or Replace Event buttons, if you're editing an existing event.) They all do the same thing; there are more than one simply to make it easier to submit your event without having to scroll around.

Editing, Copying, and Deleting Events
To Edit or Copy an event, select the Edit button that appears next to the event in question at the top of the screen for that day. Similarly, to Delete an event, select the appropriate Delete button. For repeating events, you can choose whether to edit or delete all instances of the event, or only the instance that occurs on the day you're looking at.

If you're Editing an event, you'll be presented with the same Event Edit Form used to create a new event. The fields will contain information for the event to be edited, and you can change any or all of them. When you're ready to save your changes, press the "Replace Event" button.

To Copy an existing event, press the Edit button, and then press the "Copy Event" button instead of the "Replace Event" button. Note that you can make changes before copying, effectively editing and copying an event in one step.

You can also Copy an event to other calendars, if Adding to Multiple Calendars is enabled. Edit the event as above, and select the calendars from the calendar list. (Make sure to unselect the current calendar, or you'll get another copy there, too.) Then, press the "Copy" button.

Deleting all Events in a Date Range
If you have Administer permission in a calendar, you can delete a large number of events at once using the Delete Events link from the Calendar Settings page. Follow that link, then specify the date range; all events which occur between those dates will be deleted. If a repeating event occurs in the date range, that event definition will only be deleted if all occurrences of that repeating event occur in the range. NOTE Charges will apply if a calendar event list has to be reconstructed by WDT Staff.

Searching for and Filtering Calendar Events

At the bottom of the calendar display, you'll see an "Options" link. Clicking on that link brings up a popup window, where you'll find links named Search for Events, Event Filter, and Source Filter.
(Note: if Javascript is disabled in your browser, instead of a popup you'll get a new page loaded in the browser window.)

Search and Text Filter
The Search for Events and Event Filter links display a form where you can specify criteria for matching events. You can match against text in the event, and you can also restrict the match to events in specified categories. For Searching, you also enter a date range.

You can choose one or more Event Categories as search or filter criteria. If you do, only events in those categories will be considered. If no search text is specified, only the Event Category criteria is used, and if no category is selected, only the text is considered.

If both text and categories are specified, both criteria must be met. For example, specifying "urgent" for the text, and choosing the "Lunch" and "Dinner" categories would find only events with "urgent" in the text that are also in the Lunch or Dinner category.

For Event Filtering, when you press the Filter button the normal calendar display is shown, but only events containing the filter string are displayed; you can navigate around the calendar normally. A link is displayed at the top of the calendar to turn the filter off.

For Searching, pressing the Search button produces a list of matching events in the specified date range.

In both searching and filtering, you can choose to match only in event text, only in popup text, or in either place. You also have the option of doing a case sensitive or case insensitive search.

Searches and Filters can use full Perl regular expressions to describe the text you're interested in. If you've ever used special characters like * or ? to match filenames, you've used a basic form of regular expressions.

Here are some examples:

A . matches any single character, and a * means 'match 0 or more of the previous thing'. So, 'a*c' would match 'aaaac', but would not match 'abc'. 'a.*c' would match both 'aaaac' and 'abc'.

Event Filter
The Source Filter is used to easily and quickly change which included events you're currently interested in. A list is displayed, showing all the calendars and Add-In files that this calendar is including events from.

A checkbox is displayed next to each calendar or Add-In; simply select which included calendars or Add-Ins you want to turn off, and press the 'Filter Now' button to do so. You can turn them back on in a similar fashion.

This makes it easy to temporarily turn off events you're not interested in, without having to go to the 'Settings' menu. (It's also useful for users who don't have permission to change the calendar's settings, but aren't interested in seeing all the included events.)

Each person viewing a calendar has control of which included events they'd like to see; their choices won't affect other users.

In some situations, you may might to provide a link that has a predefined Event Filter. For instance, you may have a calendar that includes events from 10 other calendars, but for this particular link you only want to show events from two of those included calendars. You can use the special "IncludeOnly" parameter to specify that all other calendars should be filtered; the value of that parameter should be the calendars you want displayed, separated by dashes. For example:

    http://domain.com/The Calendar?CalendarName=AllCals&IncludeOnly=ThisCal-ThatCal

There are a variety of types of email messages that The Calendar can send. Some are included in the base product, while some are part of the optional "Email Reminders" package.

All versions of The Calendar include these types of mail:

• Email Notifications
  Event Notifications are messages which can be sent at the time an event is created or edited. The person adding or modifying the event can specify who should receive the notification mail.
• Auditing Email
  Auditing mail are messages that can be sent whenever a calendar is accessed. Calendars can be configured to automatically send email to one or more email addresses, and a calendar administrator can choose which operations generate mail - viewing the calendar, adding events, editing or deleting events, or administration functions. Auditing mail can also be sent for system-level activities, such as user login/logout, or calendar creation and deletion.

The optional "Email Reminders and Subscriptions" feature provides more email capabilities. Reminder and Subscription messages are not sent at the time an event is created, but instead are sent relative to the date and time an event is scheduled to occur.

• Email Reminders
  Reminder messages are sent at pre-specified times before an event is scheduled to occur; e.g. "2 hours before". The times and email addresses are specified when the event is created or modified, so only users with at least Add permission can set them up. These are typically used for a user's personal calendar.
• Email Subscriptions
  Subscription messages are sent to anybody who signs up for them - any user who can view a calendar can sign up, at any time. These messages are sent a certain number of days in advance of the date of the event; the number of days is set by the calendar administrator.

Users can enter their email address on the popup window for a particular event. Or, using the 'Subscription' form from the Options menu, they can subscribe to all events in the calendar or only events in certain categories.
Note: Subscription messages are not available for events in the past; so, the space to enter an email address will not appear in the popup window for an event that has already occurred