Create a New Event
Creating an event is only different from other calendars in that you have the opportunity to think about and deal with all of the details that are important in addition to the basic Who? What? and Where? that most calendars offer.
Click on the purple heading for more information. Double click on video for a larger view.
Create an Event Details
Single Click on the Start Time on the Date that the Event will begin. This opens the Edit Event template.
- Basic Event Information:
- Primary Calendar refers to "Whose appointment is this?" Is it Suzy's soccer game? Then, it displays in Suzy's color.
- What is the name of the appointment.
- When offers you the ability to set start and end time and indicate if the appointment recurs on a regular schedule.
- Where is the location. HINT: If you will enter the street address and either City or Zip Code, the event will be mapped for you.
2. Other People offers the ability to indicate others who might be involved and to set PlumLife to communicate with them for you. (Image 2)
- Required or Optional Attendees can either be Calendar Names in PlumLife or email addresses for those without a PlumLife calendar in your system. (Image 3 shows that a name in ALL CAPS is a calendar name. Image 4 shows the selection of a person and email address.)
- If you need a sitter, select the check box. Sitter name can be entered and assuming you have a contact for that person, PlumLife will contact the sitter, tell her what time you want her and let you know when she responds by placing either a (!) or (umbrella) icon on the title bar to indicate "unconfirmed" or "confirmed sitter".
- If you need drivers to get a child to or from this appointment, check the Driver box. A calendar name or email address can be entered in these fields and, if you want a confirmation, check the box and PlumLife will display the steering wheel icon when the driver(s) have confirmed.
4. Tasks offers a place to list all of the related tasks for this appointment and to assign or delegate those tasks to someone else or merely add them to your task list. Think about buy/wrap the birthday present, reminder to take socks to the skating party, etc. (Image 5)
5. Notes is a place to add specifics to any of the people. What other children are riding to/from? Type of present to get? Specifics for babysitter. You can indicate whether the notes are displayed or kept private when the event notification is sent out by email or exported to another program by checking the Private box. (Image 6)
6. Tags is a place for you to use text to group data. For example, if the appointment is a meeting related to a specific project, you might give it a Tag with that project's name so you could recall all appointments related to that project if necessary. (Image 7)
7. You can Save as a Draft which will NOT activate any of the notifications but also keep the information which you have completed so far. Or, if you Save, PlumLife will send a copy of the completed event (Image 8) to all people who are mentioned in the event and request confirmations where you have indicated you want them. (Image 8)
A Draft event displays differently than a Saved event so you can quickly find events that you need to complete.
Once you save the Event several things happen:
- Notifications, if you requested them, are sent to all involved and an (!) will display next to any name from whom you have indicated you need a response. Once the system receives the response, the (!) will disappear. If you receive the response via email and want to manually turn off the (!), just uncheck "Response Required."
- The event will display on all of the PlumLife calendars you have designated as a part of this event
Note: You will only see the event in the color of the "owner" of the appointment if you have multiple calendars filtered on. It will continue to display if the "owner's" calendar is filtered off and will display with the title bar in the color of the primary owner. So, if it is Joe's Soccer game but Joe's calendar is filtered off, Joe's Soccer Game will display on your calendar if you designated yourself as a Required or Optional Attendee or any other job within the Event.
- The tasks created within an Event will appear in the List View on your Task Tab with the icon for a scheduling event. If you would like to change the label for the Task to Errand or Correspondence, you can do so. And, if the location of the task is somewhere other than the location for the event to which it is associated, you can alter that in the edit view of that task on the Task Tab.