PRESENTATION: What is the Wimi shared agenda?

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).

 

 

Presentation: what is the Wimi shared agenda?


Wimi's shared calendar allows you to find in a workspace all the key dates of your project or activity, such as events, tasks and meetings that you or your teams have planned.

How to add an event in a Wimi Calendar? 

Go to the Calendar 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 time slot of your choice in the calendar. 

creer-evenement-calendrier-detaille-toutes-options-wimi

 

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. 

modifier-un-evenement-agenda-wimi

 

How to invite participants to an event? 

 

HubSpot Video

 

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

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

NB: guests are displayed in the right-hand panel and will be notified by email. 

invitation-participants-a-un-evenement-calendrier-wimi

 

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

 

HubSpot Video

 

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

  • Accept: a green tick will appear in front of their name in the control panel of the event. 
  • Refuse: a red cross will appear. 

In both cases, a notification will be sent to the event manager - visible in Notifications or Activities - to inform them of 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 Reminders section. 
  • 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. 

 

ajouter-un-rappel-a-un-evenement-calendrier-wimi

How to generate an AirTime videoconference link on an event?  

Go to the Calendar 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. 

 

creer-un-evenement-conference-air-time-wimi


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

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

droits-acces-utilisateurs-agenda-wimi

 

What event-related information is made available?  

les-informations-dun-evenement-calendrier-wimi

 

The URL link of the event 

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

url-dun-evenement-calendrier-wimi

 

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. 

 

les-informations-dun-evenement-calendrier-wimi

 

Icons appear on the event to illustrate its details: 

  • A bell indicates 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 represents commentaries (see the comments tab). 
  • The initials of the invited users are displayed (see Information tab). 

 

pictogrammes-sur-un-evenement-wimi

 

Files / Folders tab

Participants can enrich the event by adding all kinds of documents. 

les-documents-dun-evenement-wimi

 


Comments tab

Participants can comment on the event.  

 

commentaires-dun-evenement-agenda-wimi

 

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

Yes and no, both cases are possible. 

It makes sense for colleagues 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 is not added as a Participant in the event. 

 

agenda-visible-par-tous-les-utilisateurs-ayant-acces-alagenda-wimi

 

 

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. 

 

agenda-invisible-par-les-utilisateurs-ayant-acces-alagenda-1-wimi

 

Second solution

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

NB: In this case, even the administration will not be able to see the event.

agenda-invisible-par-les-utilisateurs-ayant-acces-alagenda-2-wimi

 

To summarize: 

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