Calendar Guide

Change your calendar view

In the top right, choose Month, Week, Day.

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Filters

To quickly view the availability for a single person, every person in a specific team or the availability of a particular resource, simply enter the name of the person / team / resource in the search box: “Search Person, Team or Resource”, and select them. This will then display all events that corresponds with the selected filters.

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Add a filter

  1. In the left-hand menu, click into text-field with the placeholder: “Search Person, Team or Resource”.
  2. Enter the name of the person/team or resource whose calendar you would like to add into your calendar view.
  3. Given result will then appear under the corresponding section, with a color code next to its/his name which will enable you to visualize meetings on the calendar.
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Remove a filter

Filters
Filters

In order to remove a particular filter, click on the downwards arrow on the right hand side of the name, and click ‘remove filter’.

 

 

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Disable/Enable a filter

To disable or enable a filter simply click on the filter.

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Change color of a filter

Want to change the color of a filer for better readability ? Simply click on the downwards arrow on the right hand side of the filter’s name, and choose the color you desire.

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Events

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Create an event

  1. Click at any time on the calendar.
  2. Enter the name of the event.
  3. Click Create event. To edit the details for your event, click Edit event instead.

Tip: To create a longer event, drag your mouse down the page while you’re selecting the time.

Note that with drag & drop function you can’t select more than 24 hours.

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Create an all-day event

  1. Click at any time on the calendar.
  2. Click Edit event.
  3. Under the date and time, check the box next to All day.
  4. Click Save.

On week/day views you’ll see all-day events at the top of the page for that day.

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Create a private event

Only people involved in the meeting can see the name and description of a private event, other people see this event as private and cannot see the meeting details. We recommend that events are not created as private by default, unless sensitive data is being discussed (an employee performance review, for example).

  1. Click at any time on the calendar.
  2. Click Edit event.
  3. Under the date and time, check the box next to Private.
  4. Click Save.

Private events can be accessed only by people that are invited, so all the details (attachments, description or even the name of the event) are hidden from uninvited people.

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Create a thread for event

Let the application create a flexi thread with all invitees by ticking the box next to ‘Create thread‘. The thread will enable teammates to discuss the event before it takes place, in case there are questions that need to be raised.

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Delete an event

  1. Open the event you want to delete.
  2. Click the Delete button.
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Invite people to your event

guests
guests

You can add anyone with an email address or just a name.

  1. Open an event or create a new one.
  2. Find the Add guests section on the right.
  3. Start typing the name of the person and choose a result. You can also type an email address to invite people who aren’t on the application (External guests).
  4. When you’re done editing your event, select Save.

When you save your event, an email invitation will be sent to your guests.

Your guests will receive an email invitation. They can let you know if they are going by clicking the Yes, No, or Maybe links in the email.

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Respond to event invitations

You can RSVP to calendar invitations to let people know if you’re going to an event. When people invite you to an event, the event will automatically appear on your calendar.

How to RSVP

  1. Open the invitation email, or the event that was added to your calendar.
  2. In the Going? section, select Yes, No, or Maybe.

Note that you can change your decision whenever you want.

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Find a time

Find a time
Find a time

You can use the “Find a time” feature to schedule an event at a time that works for everyone.

  1. Create a new event or open an existing event.
  2. Click the Find a time tab, you’ll see your guests events.
  3. Use the arrows at the top to navigate between days.
  4. Once you’ve found a time, click the area within the calendar grid. The time will update at the top of the page.
  5. Finish editing the event and click Save at the top.

All-day events: All-day events are shown at the top of the calendar grid. If a guest has an all-day event, they will appear available in the “Find a time” tab. To schedule an all-day event, click the area in the all-day column.

Keep in mind that you can only edit the event if you created the event yourself, or you’ve been invited to the event.

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Add an attachment

  1. Open a new or existing event.
  2. Click Add file (below the Description box).
  3. You can drag & drop file(s) into the specified area or click Upload to specify the exact path to whichever file you want.
  4. When you’re done, click Upload at the bottom.

Note that only files with less than 25MB can be attached.

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Add a resource

  1. Open a new or existing event.
  2. In the drop-down field “Where“, you can manage the resources available to book a meeting room, or leave it as the default “None”.

Note that the application will show a warning when a user is trying to create an event, booking a resource which was allocated to a different event in the same time.

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Change notifications for an individual event

  1. Click on the event and click Edit event.
  2. Edit your notifications.
  3. Click Save at the top.

Note that your changes to notifications only apply to you. Other people invited to the event will get notifications based on their own settings.

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Change your notification settings

You can edit your default notifications for both regular events and all-day events. You can also choose to be notified with desktop notifications, emails, chat or all of them.

Calendar notifications
Calendar notifications
  1. Wherever on the application in the top right-hand corner, click your name and select Your Profile.
  2. In the left-hand menu panel, select Settings.
  3. To edit a notification, click on it or add new notification.

Notes:

  • In order to receive desktop notification, you need to be logged in and have the application open in your browser.
  • If you want to turn off all notifications, simply remove all of them by clicking the X icon next to each notification.
  • Internet Explorer and Edge browsers do not support desktop notifications.
  • You can have a maximum of 5 notifications per event type (regular, all-day).
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How Calendar uses time zones

When you create an event, you’ll see it in your local time zone. It will also show up in the local time zones for anyone you invite, even if they’re in a different time zone.

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Change your time zone

Wherever on the application in the top right-hand corner, click your name and select Your Profile, there you can set any timezone you want.

When you travel to a different time zone, you can see your calendar in the local time.

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Export your calendar

ICS Export

In the left-hand menu, click on the downwards arrow on the right-hand side of the person/room/resource for who/which you want to export the calendar, copy the link in the ICS field, you can then for example:

  • Paste it into the browser to download given calendar.
  • Paste the link into Google/Outlook calendar.
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Import Team Zeus calendar

For each of the methods, you will need to copy the ICS link from Team Zeus first. To do this, go to the Calendar in Team Zeus application, and make sure that the calendar you require is visible in the left hand panel (if not, add it here). From the left hand panel, click on the downwards arrow on the right hand side of the individual calendar that you would like to use. Now select and copy the address displayed next to ‘ICS’.

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Importing a Team Zeus calendar to Google Calendar

  1. Carry out the first step – ‘Copying the ICS’.
  2. Now open Google Calendar.
  3. In the left hand menu, click on the downwards arrow which is next to “Other calendars”.
  4. Click “Add by URL” and paste the ICS Link that you’ve copied.
  5. Finally, click on the button “Add calendar”. This will import your Team Zeus calendar filter to Google Calendar, and sync any updates from Team Zeus to this location.

Please note that the feed is ‘one wayonly, so any changes made on Google Calendar will not update the calendar on Team Zeus at this stage.

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Importing Team Zeus calendar to Outlook

  1. Carry out the first step – ‘Copying the ICS’.
  2. Now open Outlook, go to the “Calendar”, and click on “Open Calendar” at the top.
  3. Then click on “From Internet”.
  4. Under “Enter the location of the Internet calendar you want to add to Outlook”, paste the ICS Link that you’ve copied and press “Ok”.
  5. In the new window: “Add this Internet Calendar to Outlook and subscribe to updates? “, click on “Advanced” to give a name and a description to your calendar and then press “Yes”.
  6. This will import your Team Zeus calendar to Outlook and sync any updates from Team Zeus to this location.

Please note that the feed is ‘one wayonly, – so please make any changes directly from the application.

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Importing Team Zeus calendar to iOS Calendar (Apple Devices)

  1. Carry out the first step – ‘Copying the ICS’. You can either open the application in a browser on your phone to do this (and copy the ICS to the clipboard), or open the application on a desktop computer and make a note of the ICS address so that you can enter it on your device manually.
  2. On your device, go to Settings.
  3. Then go to ‘Mail, Contacts, Calendars’.
  4. Select ‘Add Account’
  5. Select ‘Other’
  6. Select ‘Add Subscribed Calendar’
  7. Now enter the address for the ICS in the box ‘Server’ and press ‘Next’. The Team Zeus calendar will then be added to your device.
  8. We recommend that you go to the ‘Fetch New Data’ setting from ‘Mail, Contacts, Calendars’ and change the fetch settings to every 15 minutes. This will ensure that your calendar is regularly updated.

Please note that the feed is ‘one wayonly, so any changes made on your device will not update the calendar on Team Zeus; we therefore advise that you make any changes directly from the application.

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Importing Team Zeus calendar to Android calendar

If your Team Zeus calendar has been added to your Google calendar, then the next step – adding the calendar to your phone – is simple.

  1. Navigate to your calendar application on the device (for example S Planner).
  2. Scroll up from the bottom of the screen and click on ‘Sync now’ to synchronise the device with the latest settings.
  3. Then click on ‘Calendars’.
  4. You should see an entry here for ‘Team Zeus’ (or whatever you named the calendar in your Google account).
  5. Simply click the checkbox and the calendar will now show on your device.

 

If you are using an Android device but don’t have a Google account, then you will need to carry out the first step – ‘Copying the ICS’. You can either open the application in a browser on your phone to do this (and copy the ICS to the clipboard), or open the application on a desktop computer and make a note of the ICS address so you can enter it on your device manually. Then you will need to navigate to the calendar application on your Android device and add the calendar accordingly.

 

Please note that the feed is ‘one wayonly, so any changes made on your device will not update the calendar on Team Zeus; we therefore advise that you make any changes directly from the application.

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