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Manage Events in Your Calendar with TimeCaptis

Jul 29, 2021    

You can add, import, export and can manage your calendar events in TimeCaptis. To-Do items with a timeline also appear on Calendar. Refer to the detailed instructions in the step by step guide below.


1. Sign in to your TimeCaptis Account
2. Click on the ‘Calendar’ link from the selected team from the list of teams appearing on the left sidebar menu. The 'My Personal' team will display only your personal data you have entered in that team, which can not be shared.

Figure 1
Figure 1

3. Upon doing so, the 'Calendar' page will appear. Each step shown in Figure 2 is explained in the below table.

Figure 2
Figure 2
Sl. No. Name Description
1 Add Event Click to add an event
2 Export to Excel Click to export the events to excel
3 Import Records Click to import the events
4 View Event Click to view the event

4. Click on the 'Add Event' button to add an Event.

Figure 3
Figure 3

5. Then the ‘Add Event’ page will appear. Each step shown in Figure 4 is explained in the below table.

Figure 4
Figure 4
Sl. No. Name Type Description
1 Title Required Enter a title for the event
2 Description Optional Enter a description
3 Event Date Required The current date will auto-populate. But you can also edit the same
4 Event Time Required The current time will auto-populate. But you can also edit the same
5 Repeat Event Optional If your event repeats, check the ‘Repeat Event’ checkbox
6 Repeats Optional Choose how often the event repeats from the drop-down menu
7 Contact Optional Choose the contact according to the team chosen
8 Notify By Email Optional Check this, if you want to notify subscribers or users through Email regarding this event
9 Contacts Optional Choose contact(s) from the drop menu, appearing according to the Team, to whom you want to send notification
10 Users Optional Choose user(s) from the drop menu, appearing according to the Team, to whom you want to send notification
11 Email Addresses Optional Add more email addresses whose names are not there in contacts or users drop menu to notify them
12 Attach Files Optional Choose and upload a file from your system

Once you are done with, click on the ‘Save’ button as shown in Figure 3.

6. Upon doing so you can see your recently added ‘Event’ appearing in the Calendar page as shown in Figure 5.

Figure 5
Figure 5
    The color for Events will appear different according to the Team Chosen.

7. To import Calendar Events, click on the 'Import Records' button as shown in Figure 6.

Figure 6
Figure 6

8. Upon doing so, the 'Import Events' page will appear as shown in Figure 7. Click on the 'Download Sample File' link to download the sample '.xlsx' file to your local system as shown in Figure 7.

Figure 7
Figure 7

9. In the sample template as shown in Figure 8, the first row should be the column headers. The next five rows from the template contain the sample data.

Figure 8
Figure 8

10. Once you have the necessary data in the Spreadsheet, you can choose the file by clicking the 'Choose File' button and import the file by clicking on the 'Import' button as shown in Figure 9.

Figure 9
Figure 9

11. After importing the file, the 'Import Events' page will appear as shown in Figure 10. Enter the other details and then click on the 'Save' button.

Figure 10
Figure 10

The import will be complete, and your data will be saved. You will also be able to see all the Events you imported in the Calendar page.

12. To export the Events to excel, click on the 'Export to Excel' button as shown in Figure 11.

Figure 11
Figure 11

13. To view an Event, click on the said Event on the Calendar as shown in Figure 12.

Figure 12
Figure 12
    For a specific Team, the 'Events' will not appear if 'None' permission is given to the user for Calendar Events.

14. Upon doing so, the details page for the Event will open as shown in Figure 13. Each step shown in Figure 13 is explained in the below table.

Figure 13
Figure 13
Sl. No. Name Description
1 Contact Name The name of the contact for which the event is added. click to go to the view contact page
2 Date & Time The date and time of when the event is added
3 Add Time Click to add time for this event
4 Edit Event Click to edit the event
5 Delete Event Click to delete the event
6 Go Back Click to return to the calendar page
7 Title The title of the added event
8 Description The description of the added event
9 Files Attached The file attached while adding the event
10 Time Report All the time added for this event will appear under time report
11 Number of Time Report(s)/Total Hour(s) The total number of time reports added for this event and total hours for all the added time
12 Name The name of the subscriber who added time for this event
13 Date The date on which the time report was added
14 Total Time The total time entered while adding the time
15 Comment The comment added while adding the time
16 Files Attached The file attached while adding the time
17 View Time Report Click on the button to view the individual time report
18 Delete Time Report Click to delete the individual time report

15. To add time for the Event, click on the 'Add Time' button present in the view page of the Event as shown in Figure 14.

Figure 14
Figure 14
    For Team specific Events, the 'Add Time' button in the view Event page will only appear if the 'View/Edit' permission is given to the user for Time Report.

16. Upon doing so, the Add Time page for the respective Event will appear as shown in Figure 15. Each step shown in Figure 15 is explained in the below table.

Figure 15
Figure 15
Sl. No. Name Type Description
1 Date Required The current date will auto-populate. However, you can edit the date
2 Total Time Required Enter the total time for the event
3 Category Required Enter the category for the time
4 Is Billable? Required Choose whether the adding time is billable or not
5 Add a Comment Optional Enter a comment for the time
6 Attach Files Optional Choose and upload file from your system

Once you are done with, click on the ‘Save’ button as shown in Figure 15. Upon doing so you can see your recently added Time appearing in the view Event page and in the Time Report page.

17. To edit an Event, click on the 'Edit' button as shown in Figure 16.

Figure 16
Figure 16
    For a specific Team, the 'Edit Event' button in the view Event page will only appear if the 'View/Edit' permission is given to the user for Calendar Events.

18. Upon doing so, the Edit Event page will open as shown in Figure 17. Edit the details as per your requirement and click on the 'Save' button to save the changes.

Figure 17
Figure 17

19. To delete an Event, click on the 'Delete' button present in the details page of the Event as shown in Figure 18.

Figure 18
Figure 18
    For a specific Team, the 'Delete Event' button in the view Event page will not be available to any of the Team users except the Admin of that Team.

20. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 19 and the said Event will be deleted from your Calendar.

Figure 19
Figure 19

21. To view an individual time report added for an Event, click on the 'View' button appearing against each individual time report in the view Event page as shown in Figure 20.

Figure 20
Figure 20

22. Upon doing so, the Time Report added for the said Event will appear as shown in Figure 21. Each step shown in Figure 21 is explained in the below table.

Figure 21
Figure 21
Sl. No. Name Description
1 Date The date on which the time report was added
2 Total Time The total time added for the event
3 Is Billable? Whether the added time is billable or not
4 Category The category chosen for the time report
5 Comment The comment added while adding the time
6 Files Attached The file attached in the event for which the time was added
7 Edit Time Click to edit the time report
8 Delete Time Click to delete the time report
9 Go Back Click to go back to the time report page

23. To delete an individual time report added for an Event, click on the 'Delete' button appearing against each individual time report in the view Event page as shown in Figure 22.

Figure 22
Figure 22

24. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 23 and the said time will be deleted.

Figure 23
Figure 23

 

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