New Appointment

Requirements: none

Depending on the user’s permission, this function allows new appointments to be added to calendars.

A new appointment entry can be created via the ‘New appointment’ button in the upper right of the monthly calendar view or in the list view of the appointments module. You can also create an appointment for a specific day directly by double-clicking on the relevant day of the monthly calendar view.
Appointments can only be created in calendars in which the user has permission to add an appointment. Any user can create appointments in their personal calendars.

Title #

This mandatory details field is used to enter the title for the appointment with which it will later appear in the calendar.

Appointment description #

Here you can add a more detailed description of the appointment, for example, details on the content of the appointment or the agenda points to be discussed.
Using the text editor, it is possible to format the description and insert various headlines, bullet lists or links in order to make the appointment details stand out.

Select calendars #

In this mandatory details field, select the calendars (personal calendars, network calendars, group calendars) in which the appointment is to be added. You can also add multiple calendars in this field. Users only have access to those calendars in which they have permission to create appointments. You must select at least one calendar in order to save an appointment.

Date range #

This option requires a start date and, if applicable, a time when the appointment takes place.

If the appointment does not take place at a specific time and is instead an all-day appointment, check the ‘All day’ box. If ‘All day’ has been selected, the time entry is hidden.

If the appointment should be created for a specific date range with a start and end date, an additional date and time for the end date can be specified using the “Set an end” button.

Repeats (repeating appointments) #

By using the ‘Repeats’ option, the user has the option to create repeating appointments. A repeating appointment is an appointment that takes place on a regular basis and is automatically stored in the tixxt calendar by selecting a recurrence frequency. By clicking on the ‘Recurring’ button, a menu opens in which the recurrence frequency can be defined. The following time intervals are possible:

• Never: This option is automatically preselected for every appointment. If nothing is changed here, a repeating appointment is not created and the appointment is only visible once in the calendar.

• Every day: This option repeats the appointment in the calendar every day. The title of the appointment always remains the same. The time of the first appointment in the series is determined in the previous step in the ‘date range’ option.

• Every week: This option repeats the appointment in the calendar every week. The title of the appointment always remains the same. The time of the first appointment in the series is determined in the previous step in the ‘date range’ option.

• Every month: This option repeats the appointment in the calendar every month. The title of the appointment always remains the same. The time of the first appointment in the series is determined in the previous step in the ‘date range’ option.

• Every year: This option repeats the appointment in the calendar every year. The title of the appointment always remains the same. The time of the first appointment in the series is determined in the previous step in the ‘date range’ option.

• Custom interval: The creator of the appointment can use this option to define an appointment interval of their choice. Selecting this option activates another input field which is then used to specify the interval and the desired time unit (days, weeks, months, years), such as ‘every 2 weeks’. The title of the appointment always remains the same. The time of the first appointment in the series is determined in the previous step in the ‘date range’ option.

For all time intervals (every day, every week, every month, every year), the user has the option to end the repeating appointment series via the ‘Set an end’ option. Clicking on this option opens a date field in which the end date can be selected. This defines the day on which the repeating appointment appears for the last time in the calendars.

Microsoft Teams #

Requirements: The Microsoft Teams Meeting integration has been set up by a network admin.
Depending on the set permission: Network admin status or group admin status

In addition to the default components of a tixxt appointment, an associated Microsoft Teams appointment can be created under ‘Microsoft Teams’.

A calendar appointment of this kind can be created with or without an associated online meeting if the appointment is only to be displayed in the Microsoft Teams calendar for information purposes.

If configured accordingly by the network admin, an additional setting is offered after selecting the first option: ‘Bypass lobby’.

This lets you bypass the lobby in Microsoft Teams. This meeting has to be started by a user from the same organisation/tenant or by a user from another trustworthy organisation/tenant.

If an appointment has been created that includes an online meeting, the account & password for the Microsoft Teams meeting appear in the appointment description once the appointment has been saved.

Invitation management and participation status for Microsoft Teams meetings created via tixxt

Appointments are processed and displayed differently, both in tixxt and in the user’s Microsoft team, depending on whether an appointment creator or an invited person has a suitable Microsoft account.

The following scenarios are possible:

• Invitees always receive a Teams meeting invitation (triggered by Microsoft) and can also receive a tixxt invitation for the appointment.
• If the creator and the invitee are in the same Microsoft organisational unit, e.g. are part of the same Microsoft company account, the attendee data in the tixxt appointment and the Microsoft Teams online meeting are the same.
• The participation status of all attendees is updated on a regular basis for the organiser of the Teams appointment. The participation status of the attendees is visible to everyone in tixxt.
• If the creator and the invitee are in different Microsoft organisational units, the participation status in the external entity is not visible. Only the participation status of the organisational unit defined is displayed in Teams. The participation status is visible in tixxt. This situation occurs, for example, when people from different companies are attendees in a Teams meeting.
• If invitees do not have a Microsoft account, the participation status is only visible in the organisational unit linked to tixxt and not in units outside the organisation. The participation status is visible in tixxt.

Procedure for changing appointments

Appointments can be changed in both tixxt and Microsoft Teams.

1. Changing appointments in tixxt

2. Change appointment in Teams

Location #

In this field, you can enter a customised text for the appointment location, e.g. ‘Office’ or ‘Online’

Extended location #

By selecting the ‘Extended location’ option, additional fields appear in which you can enter detailed information about the location, e.g. an exact address.
If an address is entered, the location is displayed on a small map view in the completed appointment. In the ‘Link’ field, you can also enter a link, e.g. to an online meeting, via which the meeting can be accessed directly.
Standard meeting solutions are automatically recognised and complex meeting links are displayed in a condensed form.

Invitations #

Invitations can be issued here for individual users, entire groups, group membership roles or network-wide user roles. When you enter a search term, results are automatically suggested for selection, sorted by member and group directory. This means that only those groups in which the appointment creator has a membership are suggested. Any number of users or groups can be added. They can also be removed from the field using the small ‘x’ on the entry.

Once an appointment has been saved, the invitees receive a notification under ‘Appointment invitations’ and an invitation via email, unless they have deactivated this in their personal settings.

File attachments #

It is possible to attach files to an appointment via manual upload, drag & drop or by selecting from existing files from the network. These files are then available to all users who can view the appointment. Invited participants also receive these files as an attachment to their invitation email.

Extended event settings #

By selecting ‘Extended event settings’, the user has the possibility to add further details about the appointment. This is particularly useful, for example, if it is an official appointment with several participants that requires a certain amount of appointment management.
After clicking on ‘Extended event settings’ additional fields appear below.

Logo #

If the appointment has its own logo, for example, you can upload or drag & drop an image for the appointment here. This is then displayed together with all appointment details after saving.

Category #

You can assign an appointment to a category or appointment type in order to better classify them.
In the network administration section, network admins can specify whether they want to use default categories from tixxt or to use customised appointment categories.

Consultants #

This text field can be used to enter one or more consultants for this appointment. When entering multiple consultants, we recommend that you separate the consultants’ names with a comma or semicolon.
As this is a user-defined text field, the consultants do not need to have user access to the network.

Attendees #

The ‘attendees’ area contains various options for the appointment. One option is to define the total attendees. By default, this is a ‘soft’ limit. It is therefore only displayed for information purposes and can be exceeded. By selecting ‘Do not allow further registrations once the maximum number of attendees has been reached’, the registration can be set as a ‘hard’ limit and further registrations will not be possible.

By selecting ‘Allow registration’ users can register for the appointment even if they have not received an invitation to it. If the user has permission to view the appointment, it is displayed with the options for registration.

You can also set whether the list of attendees should be visible or hidden. If the list is hidden, it is only visible for admins and the appointment creator.

Registration #

In the ‘Registration’ area, you can set whether the appointment is free of charge or fee-based. If you select ‘Registration with costs’, two further fields appear in which you can enter the costs and the currency. This entry is not mandatory. If no specific amount is entered, a note will appear on the appointment details page indicating that participation will involve costs.

You can also specify whether registration is required for the appointment. If registration is required and you select this option, a further field appears in which you can enter a date for the registration deadline. Registration is not possible after this date. This entry is not mandatory. If no specific date is entered, a note will appear on the appointment details page indicating that external registration is required.

You can also add a link that, for example, leads you to the appointment’s ticket shop.

Contact person #

You can enter one or more contact persons for this appointment here. The field also offers a search function. If interested parties or attendees have questions about the appointment, they can easily find the contact details for their contact person. Any number of users may be added. You can use the small ‘x’ to delete the entry from the field.

Organiser #

This field allows you to enter information about the organiser of the appointment, e.g. a simplified imprint of the organiser.

Publish appointment as post #

If you would like to also publish an appointment as a post after creating it, check the ‘Also post this item to the stream’ checkbox. Once the appointment has been saved, content for the appointment such as title, date, time, description, etc., is summarised in a post. Depending on the calendar in which the new appointment is to be created, it is either published in the corresponding group or at network level.

The appointment post can only be published once when the appointment is created. It can, however, be subsequently changed via the post editor function.

Translate appointment details #

If this function is available in the network, the user can use the ‘Translate icon’ to the right of the appointment title to have the details translated automatically via DeepL. Clicking on the icon opens a context menu in which preselected languages are displayed. The option ‘More’ displays all other available languages. By clicking on the desired language, the description and the organiser’s description text are translated next to the appointment title, if filled in. A small note ‘(translated)’ is also added to the text. Use the ‘Show original’ option to reset the text to the original language.

The translation is only visible to the logged-in user and is reset to the original language when the page is reloaded or after a new login.

Please note that the translation is purely a machine translation via the DeepL integration. tixxt has no influence on the translation quality.

Save/import appointment #

Appointments are downloaded as an iCal file by clicking on the ‘Save/import appointment’ button. The file can then be opened and saved with an external calendar service, such as Outlook.

Edit appointment #

If you are on the appointment details page, you can access the ‘Edit appointment’ option via the context menu at the top right, next to ‘Save/Import appointment’.

This option can be used to edit or add to the appointment details that were previously created via the ‘New appointment’ function. However, no further invitations can be issued here. To do this, use the ‘Edit participations’ item in the appointment’s context menu.

If the appointment is a repeating appointment, the user has two options for editing:

1. Edit the entire repeating appointment series:

To edit the entire repeating appointment series, you must open the appointment details page for an appointment in the series. To do this, click on the button ‘Show series of repeating appointments’ and this page will open. Here you can access the ‘Edit appointment’ option via the context menu at the top right, just below ‘Save/Import appointment’. From there, you can adjust the appointment details that were saved when the appointment was initially created. Changes made to settings here apply to the total repeating appointment series.

2. Editing an individual appointment from a repeating appointment series

To edit an individual appointment in a repeating appointment series, you must open the appointment detail page of an appointment in the series. The ‘Edit appointment’ option can be accessed via the context menu at the top right. Any changes made apply only for this appointment. The settings made for the repeating appointment series remain unchanged. This is also evident from the fact that not all fields are available for editing. The following message also appears:

‘You are editing a single appointment that is part of a repeating series of appointments. This is why some fields are not editable. If you want to edit the series including all appointments please click on ‘Edit series of repeating appointments’. To edit the entire repeating appointment series, click on the ‘Edit repeating appointment’ button.

For an individual repeating appointment from a repeating appointment series, the following fields can be edited:

• Name
• Appointment description
• Date range

There is also the ‘Edit series of repeating appointments’ option at the top right. By clicking on this option, you can access the editing interface for the total repeating appointment series.

Edit appointment – Changing the time/date #

Changing the date and/or the time of an appointment moves the appointment. Users who are invited to this appointment are informed of the change through email notification and also within the network.

The network admin can specify in the network administration whether reactions to the appointment invitations received until that point are to be retained or reset. As per default settings, these are reset and all invitees must react to the appointment invitation again.
Should they be retained, invitees have the option of changing their attendee status.

Send appointment message #

If you are on the appointment details page, you can access the ‘Send appointment message’ option via the context menu  at the top right, just below ‘Save/Import appointment’.

With this option, it is possible to send an appointment message to all invited attendees. They receive this message via email.

Recipients #

The following target groups of the appointment can be selected as recipients:

• All invitees
• Only invitees who have already accepted the invitation to the appointment
• Only invitees who have already declined the invitation to the appointment
• Only invitees who have not yet reacted to the invitation to the appointment

Subject #

Enter the subject of the message here which then appears in the email subject line.

Message #

The actual message is entered here. This can be formatted and designed using text editor in the same way as when editing posts.
After clicking on the ‘Send’ button, the message is sent to the selected recipients.

Edit participations #

If you are on the appointment details page, you can access the ‘Edit participations’ option via the context menu at the top right, just below ‘Save/Import appointment’.

This option can be used to invite new users to the appointment and to view and edit the status of existing invitations.

Export participants #

On the ‘Edit participations’ page, a list of all invited attendees can be downloaded either as a .csv or .xlsx file via the ‘‘Attendees’ button at the top right.

Network admins can also specify in the network administration whether the attendees should contain the email addresses of the attendees or not. This can be relevant for data protection reasons if the user email addresses should not be made available to everyone who has permission to manage appointments.

Add participant #

You can add participants to the appointment at a later date. In the ‘Add participant’ field, you can search for users or select and add entire groups. When you enter a search term, results are automatically suggested for selection, sorted by member and group directory. This means that only those groups in which the appointment creator has a membership are suggested. Any number of users or groups can be added. They can also be removed from the field using the small ‘x’ on the entry.

In the field below, you can select the status with which the users are to be added to the attendees:

• Invited: The selected user or all members of a selected group receive a notification with an invitation to the appointment where they can then accept or decline it.
• Accepted: The selected user or all members of a selected group receive a notification stating that they are participating in the appointment.
• Declined: The selected user or all members of a selected group receive a notification stating that they will not be participating in the appointment.

By selecting the option ‘Send notifications’, you can specify whether the notification should also be sent by email to the added users.

After clicking on ‘Save’ the notification is sent to the added users and they are added to the attendees with the status set accordingly.

Remove participants #

Attendees can be individually removed from the attendees via the context menu . If this involves an individual appointment in a repeating appointment series, the attending status can also be removed for all appointments in the series.

Search for participant #

If the list of attendees is extensive and not all attendees can be seen at a glance, it is possible to search for a specific participant using the search field. The system suggests possible attendees as soon as you enter the search term.

Filter attending status #

To the right above the list of attendees, you can see the different buttons for participation status. Clicking on one of these buttons activates a filter for this status and only attendees with this status are displayed in the attendees. Clicking on the status button again removes this filter.

Edit participation status #

The participation status of individual attendees can be adjusted in the attendees. This is helpful if an invited user does not have the possibility to accept or decline the appointment themselves. Their status can then be set here manually. If this involves an individual appointment in a repeating appointment series, a query appears asking whether the change of status should only apply to the individual appointment or to all appointments within the series.