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Modules

Calendars

Overview

The Calendars module enables the creation and management of shared company calendars for efficient planning of events, meetings, and appointments. Each calendar can have individual access rights configured for different users or departments. The system supports recurring events, automatic reminders, synchronization with mobile devices via CalDAV, and export to Google Calendar.

Key Features

  • Management of multiple calendars with separate access rights
  • Interactive calendar view with drag and drop support
  • Recurring events with daily, weekly, monthly, or yearly recurrence settings
  • Automatic reminders via email and SMS before event start
  • Synchronization with mobile devices via CalDAV protocol
  • Export to Excel and CSV formats for Google Calendar
  • File attachments for events (if enabled)
  • Integration with Reservations and Tasks modules

Access and Settings

How to Access the Module

Navigation path: In the main application menu, select Calendars

Module Settings

Settings path: Settings → Calendars

In settings you can:

  • Create new calendars
  • Edit existing calendars
  • Set access rights for individual users
  • Enable CalDAV access for mobile applications
  • Configure options for individual calendars (files, reservations)

User Rights

The Calendars module uses three levels of access rights:

PermissionDescription
ReadView-only access to calendar events without editing capability
Read/WriteView, create, and edit own events
Read/Write/Delete/RestoreFull access including deleting events and restoring deleted records

User Interface

Main Screen

After opening the module, you see tabs for all calendars you have access to at the top. Clicking on a calendar tab switches the view to that calendar.

The module offers two display modes that you can switch between using buttons at the top:

Calendar View Mode

Interactive calendar display using the FullCalendar library with the following features:

  • View switching: Month or Week using buttons in the upper right
  • Navigation: Previous/Next buttons for time navigation
  • Extended calendar: Checkbox enabling display of more events per day using scrollbars
  • Color coding: Each event is displayed in its assigned color

Calendar Interactions

  • Click on empty day: Opens dialog for creating a new event with pre-filled date
  • Click on existing event: Opens dialog for editing the event
  • Mouse hover on event: Displays tooltip with event details (name, location, description)
  • Drag and drop event: Moves event to another day or time (only with Write permission)
  • Resize event: Adjust event duration by dragging the bottom edge (only with Write permission)

List View Mode

Table display of all events with filtering and export options.

Table Columns

  • From: Event start date and time
  • to: Event end date and time
  • Name: Event name
  • Location: Event venue
  • Color: Visual indicator of event color
  • Content: Event description and attached files
  • Created by: Name of the user who created the event
  • Created: Date and time of event creation
  • Actions: Icons for editing and deleting

Filters

At the top of the table, you can set the time range for displayed events:

  • Show only from: Start date of the range
  • to: End date of the range
  • After setting filters, click the Show button

Additional Header Buttons

  • How to add CalDAV calendar on Android/iPhone/One Calendar: Opens dialog with instructions for setting up synchronization with mobile devices
  • Deleted: Navigate to view deleted events (only with Delete/Restore permission)

Basic Operations

Creating a New Event

You can create a new event in one of three ways:

Method 1: Click in Calendar

  1. In Calendar view mode, click on the desired day
  2. A dialog opens with pre-filled date
  3. Fill in required and optional fields (see below)
  4. Click the Save button

Method 2: Select Time Range

  1. In Calendar view mode, click and drag across multiple days or time slots
  2. A dialog opens with pre-filled time range
  3. Fill in event details
  4. Click the Save button

Method 3: From List View

  1. In table view, use the icon for creating a new event
  2. Fill in all required fields
  3. Click the Save button

Filling Out the New Event Form

Required Fields

  • Name: Brief description of the event (field has autocomplete from previously used names)
  • From: Event start date and time (format DD.MM.YYYY HH:MM)
  • to: Event end date and time (format DD.MM.YYYY HH:MM)

Optional Fields

  • Location: Event venue (field has autocomplete from previously used locations)
  • Color: Event color selection from prepared palette (default blue)
  • Content: Detailed event description with text formatting options
  • Attachments: Upload files to event (only if enabled in calendar settings)

Editing an Existing Event

  1. Click on the event in calendar view OR click the Edit icon in list view
  2. Edit the required fields in the dialog
  3. Click the Save button

Note for recurring events: If you edit a recurring event, the change applies only to this single occurrence. To modify all occurrences, you must delete the event and create a new one with new recurrence settings.

Deleting an Event

  1. Open the event edit dialog
  2. At the bottom of the dialog, click the red Delete button
  3. Confirm deletion in the dialog box by clicking Yes

For recurring events, a Delete all occurrences button is available, which removes all occurrences of the event at once.

Quick Edit via Drag and Drop

In calendar view, you can quickly move an event to another day or time:

  1. Click on the event and hold the mouse button
  2. Drag the event to a new day or time slot
  3. Release the mouse button
  4. The event is automatically saved to the new date

Quick Event Duration Change

  1. In calendar view, hover the mouse over the bottom edge of the event
  2. Click and drag down to extend or up to shorten
  3. Release the mouse button
  4. The new event duration is automatically saved

Advanced Features

Data Export

Export to Excel

  1. Switch view to List
  2. At the top of the table, click the Excel button
  3. An XLSX file downloads to your computer with currently displayed events
  1. Switch view to List
  2. At the top of the table, click the Print button
  3. Print preview opens
  4. Use your browser's print function

Export to CSV for Google Calendar

This export type creates a CSV file compatible with Google Calendar import:

  1. In settings or in the calendar menu, select the CSV export option
  2. File downloads with name export-eIntranet-calendar.csv
  3. In Google Calendar, use the Import function
  4. Upload the downloaded CSV file

Recurring Events

When creating a new event, you can set automatic recurrence. This feature is available only for new events; recurrence cannot be added to existing events.

Type 1: Daily Recurrence

  1. In the new event dialog, find the Recurrence section
  2. In the Repeat every field, select Day
  3. Set Repeat until - the end date for recurrence
  4. Click Save

The event will be created for each day until the end date.

Type 2: Weekly Recurrence

  1. In the Repeat every field, select Week
  2. The Repeat on option appears
  3. Check the days of the week when the event should repeat (Monday through Sunday)
  4. Select frequency:
    • Every week: Event repeats every week
    • Odd week: Event repeats only in odd weeks of the year
    • Even week: Event repeats only in even weeks of the year
  5. Set Repeat until
  6. Click Save

Type 3: Monthly Recurrence

Monthly recurrence offers two modes:

Mode A: By day number of month

  1. In the Repeat every field, select Month
  2. Select option By day number of month
  3. Enter the day number (e.g., 15 for the fifteenth day)
  4. Enter month interval (e.g., 1 for every month, 2 for every other month)
  5. Example: "15th day every 1 month" = 15th day of every month

Mode B: By day of week in month

  1. Select option By day of week in month
  2. Select ordinal (1st through 4th)
  3. Select day of week (Monday through Sunday)
  4. Enter month interval
  5. Example: "2nd Monday every 1 month" = second Monday of every month

Type 4: Yearly Recurrence

  1. In the Repeat every field, select Year
  2. Enter day of month (1-31)
  3. Select month (1-12)
  4. Set Repeat until
  5. Example: Day 24, Month 12 = December 24th every year

Recurrence End Date

For all recurrence types, you must enter Repeat until - the date until which events should be created. After saving the form, the system automatically creates all event instances according to the specified pattern.

Reminders and Notifications

Notification about New or Modified Event

When creating or editing an event, you can send an immediate notification to selected users:

  1. In the event dialog, check Send notification about new record
  2. An additional To field appears
  3. Select users who should be informed:
    • Selecting ---All--- sends notification to all users with calendar access
    • You can select specific users (multiple selection)
  4. Choose delivery method:
    • By email: Notification is sent to the user's email address
    • SMS: Notification is sent as a text message (only if user has mobile phone entered)
    • You can check both options
  5. After saving, notification is sent immediately

History of sent notifications is displayed in the Already sent to section, where you see the send date and list of recipients.

Automatic Reminders Before Event

The system can automatically send a reminder a set time before the event starts:

  1. In the event dialog, check Send reminder
  2. Additional settings appear
  3. In the Minutes before event field, enter time in minutes (default 15 minutes):
    • 15 = quarter hour before event
    • 60 = one hour before event
    • 1440 = one day before event
  4. In the To field, select reminder recipients
  5. Choose delivery method (By email and/or SMS)
  6. After saving, reminder is automatically sent at the set time before the event

Note for SMS: To receive SMS, users must have a valid mobile phone number entered in their user profile.

Sent Reminder History

After sending a reminder, information is displayed in the dialog section called Already sent to. Here you see the exact send time and list of recipients for Email and SMS separately.

Integration with Reservations Module

If your calendar has the Enable reservations from calendar function enabled, you can create a reservation directly when creating an event:

  1. In the new event dialog, find the Reservation section
  2. In the In reservation calendar field, select the reservation type
  3. The system automatically checks whether a reservation already exists for the specified time
  4. If a conflict exists, a warning is displayed and the Save button is deactivated
  5. If the time slot is available, you can save the event and the reservation is automatically created

CalDAV Synchronization with Mobile Devices

CalDAV is a standard protocol for calendar synchronization. Most mobile applications support it.

Enabling CalDAV Access

  1. Go to Settings → Calendars
  2. Check Enable CalDAV access for applications
  3. Save the change

Setting Up One Calendar on Android

  1. In the Calendars module, click the How to add CalDAV calendar on Android/iPhone/One Calendar button
  2. In the dialog, you will find complete instructions including images
  3. Basic setup information:
    • CalDAV username: your email account for eIntranet login
    • CalDAV password: your eIntranet password
    • CalDAV server URL: address displayed in the dialog (e.g., https://your-company.eintranet.net/CalDAV/server.php)
  4. After entering credentials in One Calendar app, the calendar synchronizes automatically

Supported Applications

  • One Calendar (Android)
  • Built-in Android Calendar
  • Built-in iPhone/iPad Calendar
  • Other CalDAV compatible applications

Integration with Other Modules

Tasks

The Tasks module can automatically record task deadlines in the calendar. If a calendar event is created from a task:

  • A Show in tasks button appears in the event dialog
  • Clicking this button takes you directly to the linked task detail
  • Changes in the calendar event may be reflected back to the task (depending on configuration)

Reservations

If the Enable reservations from calendar option is enabled in calendar settings:

  • When creating an event, you can simultaneously create a resource reservation (room, vehicle, equipment)
  • The system checks reservation availability at the requested time
  • In case of reservation conflict, the system alerts and prevents saving
  • Calendar events and reservations are linked

Synchronization with Google Calendar

The system supports bidirectional synchronization with Google Calendar:

  • Upload all: Upload all events from eIntranet to Google Calendar
  • Download all: Download all events from Google Calendar to eIntranet
  • Synchronization is performed via Google Calendar API
  • Synchronization settings are configured in calendar administration

Calendar Management

Creating a New Calendar

This operation can only be performed by an administrator or user with administrative access to the Calendars module.

  1. Go to Settings → Calendars
  2. Click the Add button
  3. Fill in calendar details:
    • Name (required): Calendar name, e.g., "IT Department Calendar"
    • Description: Brief description of calendar purpose
    • Add files: Check if you want to enable file attachments for events
    • Enable reservations from calendar: Check to activate integration with Reservations module
  4. Click the Save button

Editing a Calendar

  1. In Settings → Calendars, find the calendar in the table
  2. Click the edit icon for that calendar
  3. Edit the required fields
  4. Click the Save button

Setting Calendar Permissions

Each calendar can have permissions set in two ways:

Global Permissions

In the calendar table in settings, you see three columns with checkboxes:

  • Read: When checked, all active users can view the calendar
  • Read/Write: When checked, all active users can create and edit events
  • Read/Write/Delete/Restore: When checked, all active users have full access

Individual Permissions

If global permissions are not set, permissions are governed by the Calendar_has_User table, where you can set access for individual users:

  • Permission 1 = Read
  • Permission 2 = Read/Write
  • Permission 3 = Read/Write/Delete/Restore

Deleting a Calendar

Calendar deletion is performed by an administrator in settings. After deletion:

  • Calendar is marked as deleted, but data remains in the database
  • Calendar stops appearing for regular users
  • Administrator can restore the calendar

Troubleshooting

Frequently Asked Questions

Question: I cannot create a new event, the Save button is inactive

Solution: Check whether:

  • You have filled in all required fields (Name, From, to)
  • You have at least Read/Write permission
  • If creating a reservation, check that there is no conflict with another reservation at that time

Question: I cannot move an event by dragging

Solution: The drag and drop function requires at least Read/Write permission. Check your calendar permissions.

Question: How do I change the color of an existing event?

Solution: Click on the event to open the dialog, select a new color from the palette in the Color field, and save.

Question: Can I modify recurrence for an already created recurring event?

Solution: No, recurrence can only be set when creating a new event. To change recurrence, you must delete the event (use the Delete all occurrences button) and create it again with new recurrence settings.

Question: Reminder was not sent even though I set it

Solution: Check:

  • Whether you checked the Send reminder checkbox
  • Whether you selected users in the To field
  • Whether you checked at least By email or SMS
  • For SMS: whether the user has a valid mobile phone entered in their profile
  • Whether the time before event has not already passed (reminder is sent only once)

Question: CalDAV synchronization does not work on my phone

Solution: Check:

  • Whether Enable CalDAV access for applications is enabled in eIntranet settings
  • Whether you entered the correct CalDAV server URL (including https://)
  • Whether you are using your eIntranet login email as username
  • Whether your password is correct
  • Whether your phone has internet access

Question: I cannot upload a file to an event

Solution: The ability to upload files must be enabled in the specific calendar settings. Contact administrator to check the Add files option for that calendar in Settings → Calendars.

Question: I cannot see a certain calendar

Solution: Calendar is displayed only to users who have access permissions. Contact administrator to set up permissions.

Question: How do I export calendar to Google Calendar?

Solution: There are two ways:

  • CSV export: Use export to CSV for Google Calendar and import the file via Google Calendar interface
  • CalDAV: Set up CalDAV synchronization, which will automatically synchronize the calendar

Tips for Efficient Work

  • For quick event creation, use click and drag in calendar view - both start and end times will be pre-filled
  • Use autocomplete in Name and Location fields - save time when typing frequently used values
  • For regular meetings, set weekly recurrence with selection of specific days
  • By checking Extended calendar, you display more events simultaneously, which is useful for busy days
  • For clarity, use a consistent color scheme (e.g., blue for internal meetings, red for client meetings)
  • Set reminders with sufficient lead time (recommended 60 minutes for important events)
  • Regularly check the Deleted section if you need to restore accidentally deleted events
  • For mobile access, set up CalDAV synchronization instead of repeated exports
  • Use the option to attach files to events for sharing agendas or presentations
  • For team calendars, combine global Read permissions for everyone and Write only for selected users