How to add or modify an event in a Wimi Calendar ?

Discover how to add or modify an event in a calendar and all the features related to the creation of events (view, privacy options, etc).

How to add an event in a Wimi Calendar ? 

Go to the Agenda of the workspace in which you want to add an event. 

  • Click on Add an event. 
  • Enter the name and the place of the event. 
  • Click on the camera to generate an AirTime videoconference link. 
  • Add a description.  
  • Check the box "All-day long event" if the event lasts all day. 
  • Set start and finish dates for the event
  • Click on Add to confirm the creation of the event. 

NB : you can also create an event by clicking on the day and the time slot of your choice in the calendar. 

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How to modify an event in a Wimi Calendar ? 

Click on the event and modify the desired information in the control panel. 

NB : you can move, extend or reduce the duration of an event with your mouse. 

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How to invite participants to an event ? 

 

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Click on the event that you want to edit and go to the section Participants

  • Click on + (user icon) to invite a participant to an event. 
  • Click on the user(s) you want to invite
  • Click on Add to validate. 

NB : the invited users are displayed in the control panel and they will be notified by email. 

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How to know if a user accepts or refuses to participate to an event ? 

 

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When you add a user to an event, he receives a notification by email in which he can :

  • Accept : a green pictogram will appear in front of his name in the control panel of the event. 
  • Refuse : a red pictogram will appear. 

In both cases, a notification will be sent to the person in charge of the event - visible in Notifications or Activities - to inform him about the answer of the invited user. 

How to create a reminder on an event ? 

Create reminders for your important events. 

  • Click on the event and go to the section Reminders. 
  • Click on + (at the end of the line). 
  • Input the time period of your reminder. 
  • Click on Add to confirm. 

NB : when you create a reminder, a bell appears on the event. 

 

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How to generate an AirTime videoconference on this event ?  

Go to the agenda of the workspace. 

  • Create a new event or click on an existing event. 
  • Click on the "Camera" icon to generate an AirTime link. 
  • Add a description if necessary. 
  • Click on Add to save your event. 

 

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Who can add or modify an event in a Wimi Calendar ? 

Only the users who were given Read /  Edit access rights on the Calendar of the workspace are able to add or modify an event. 

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What event-related information is made available ?  

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The URL link of the event 

This URL link is the unique identifier of the event. You can send it to your collaborators : they get instantly to the Calendar in question. 

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The information tab

  • Name, location (or link to an AirTime conference) and description. 
  • Color. 
  • Name of the creator.
  • Start and end date. 
  • Privacy of the event (Public / Private). 
  • Invited participants. 
  • Reminders. 
  • Recurrence.
  • Duplication. 
  • Deletion. 

 

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Pictograms appear on the event to illustrate its details: 

  • A bell signals a reminder (see Information tab). 
  • Two rotating arrows indicate a recurrence (see Information tab). 
  • A clip stands for attached documents (see Files tab). 
  • A speech bubble represent commentaries (see Commentary tab). 
  • The initials of the users  invited to the event are displayed (see Information tab). 

 

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Files / Folders tab

The participants can enrich the event by adding all kinds of documents. 

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Commentaries tab

The participants can comment on the event.  

 

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Can a user see the events of other users within a same workspace ? 

Yes and no, both cases are possible. 

It makes sense for collaborators to share a Calendar and its events when they are working on the same project. However, users can also choose not to display some of their appointments or meetings. 

Case 1 : conditions for a user to be able to see the events of other participants in the shared Calendar of a workspace. 

In order for a user to see the events of other participants : 

  • the privacy status of the event must be "Public" (panel of details). 
  • the user who created the event shall not add himself as a Participant to the event. 

 

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Case 2 : Conditions for a user not to see the events of other participants in a shared Calendar. 

 

First solution 

  • Create an event, set its privacy status on "Public" and then add yourself as a participant. 

 

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Second solution

  • Create an event, set its privacy status as "Private" and don't invite any user. 

NB : Dans ce cas, même un administrateur ne pourra pas voir l'événement.

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To sum-up: 

  • A Public event is visible by all the users who have access to the Calendar. 
  • A Private event is visible only by the creator and the users invited to participate to the event.