Calendar Events

Topic

When creating calendar events for the Keyes Calendar please follow the below:

New Events

When a new even is to be added the following is the company standard.

Keyes Architects' Public Calendar Events

Whenever possible, add all new company related calendar event (including personal time off) to the public calendar "Keyes Calendar". This is so that if a change needs to be made to the event then anyone in the company can make the change to the event.

If it is not possible to add the calendar event to the public calendar, then add the event to your personal calendar and ensure to add "Keyes Calendar <calendar@keyesarchitects.com>" to the event so that it shows up on the public calendar. This will only be the case if you are added from your phone or some other portable device. Keyes Calendar is set to automatically accept all calendar events that it is invited to.

Please note: Adding the event to Keyes Calendar then inviting yourself and others, makes Keyes Calendar the originator of the event. If you add a calendar event to your personal calendar and then invite Keyes Calendar, then you will be considered the originator and only you can make changes or delete the event. All that can be done from the Keyes Calendar is remove the event from the public view.

Calendar Event Screen

To start click on the invite attendee button as indicated by item #1 in the first picture.

Once the invite attendee button has been click, refer to Common Entries for more input information.

Common Entries to all Events

The following list of items will be common through out all entries with the only changes coming from the event types listed in Event Types below.

• Item #2 is to send the invite out once all fields have been processed.
• Item #3 See Event Types below for what to input here.
• Item #4 is for inviting attendees to the event. The Required field is for attendees that are expected to be at the event and when they receive the event, they will be asked to accept the event or suggest a new time at which point the event will be canceled until the originator proposes a new time. The Optional field is for attendees that may attend but are not required, they will receive the same attendance prompt but their input will not cancel the event.
  • For internal invites of Keyes Employees, start by typing the first name of the employee until their name appears in the outlook popup list and click their name to add it.
  • For external invites of non-employees, find their email address in the pubic Keyes Contacts list and past it in the appropriate field.
• Item #5 & #6 See Event Types below for what to input here.
• Item #7 is for if the item will be flagged as all day. In this case the starting and ending times (Items #5 & #6 will be grayed out and unchangeable). All day events should be used for when the invitees that are attending the event will not be expected to start or end their day at the office. For example this will be used for all day personal time off calendar events.
• Item #8 is to make the event occur on more than one day, say for example to always repeat on the first Tuesday of the month. See Recurring Events for more information.
• Item #9 See Event Types below for what to input here. This filed can be left blank if there is not specific location for the event.
• Item #10 See Event Types below for what to input here.

Event Types

Inhouse (Any event that does not require traveling)

To start fill in item #3 using the following format: [Description] - [Keyes Invitee Initials] [External Invitee Names]

Where:

• [Description] is a brief description of the even, including the name of the project if relevant and what will take place during the event.
• The mandatory '-' (hyphen) delineates the end of the description and the start of invitees.
• [Keyes Invitee Initials] This is a coma delimited list of the initials of all Keyes Employees listed in the invite field item #4.
• [External Invitee Names] This an optional coma delimited list of additional attendees to the event. This is useful when meeting with an engineer / consultant as it allows others to know the event is including them and if they have something to pass along, they know whom to give the info to.

Example:

• Meeting to Discuss starting a new project - EK, CjK
• Meeting to Discuss Project Changes - EK, Owners, Contractor