This article is primarily designed for Chairs and Project group leaders who schedule events using Workspace.


You will notice that there are 4 event types. 

 


The features and behaviors are summarized in the table below.  I recommend using the events that include "emails invitation/cancellation" support.

 

Event Type
Workspace sends invitations as Emails with .ICS attachments
Workspace Send invitation at meetings mails where user can accept/decline
Provides a view of those that have accepted/declined invitationsUpdates show up on users calendar automatically
Single Event
Yes
No
NoNo
Recurring EventYesNo
NoNo
Single Event with email invite/cancellation support
Recommended
NoYesYesYes
Recurring Event with email invite/cancellation support
Recommended
NoYesYesYes

 



Single Event, Recurring Event.

Behave as before.  A message is sent out with an ICS attachment.  Attendees can manually add that to their calendar.  If you delete the event, the user does not get a notice.  The calendar entry is not removed nor marked cancelled.  Calendar entries need to be manually updated/removed by the user.

 

Single Event with email invitation/cancellation support, Recurring Event Single Event with email invitation/cancellation support,

This support generating email messages as native calendar invitations (no longer just ICS attachments).  Furthermore, if someone accepts the entry on their calendar, this will be visible to you on Workspace.  If you update/cancel meetings from workspace, these will generate updated Calendar invitation emails that will update individuals' calendars.  This is identical to how the legacy Kavi worked.

 

However, using these new events have a few points you should be aware.


Information seen in the User's Calendar Invitation

 

The “description” of the calendar does not make it into the calendar entry.  Instead, individuals are provided with a link to see the full details.   This is the part of the email that you typically include conference call information.  Again, it’s there, but only by link provided in the calendar entry.

 

 

 


Entering Teleconference Information


In the invitation, you can specify location information.  I suggest selecting “Online” (NOTE:  This is multi-select, you can select 0 or more options)


Then, set the conference web address.  Pay attention to the HTTP/HTTPS as it defaults to HTTP, but your link is HTTPS.  

 

Watch out for extra spaces before or after the link.  The extra spaces at the end often happen when you copy and paste from another application. This extra space will give an error when submitting the event. The error message does not tell you this is the issue.


 

Note at the Login Instructions DO make it into the calendar entry, however the text is NOT formatted.  It also has a maximum character limit, so if you get an error saving the calendar entry, shorten it up.  (The error will be non-specific)

 

My recommendation is to just list the URL here and keep the login simple.  You may list one or 2 conference numbers.  Most web meeting software provide you with the phone number AFTER you launch the web app.


You must click the "Send Invitation" button to send it out


Make sure you select Yes to Invite all community members when saved!

When you later edit the message, the Send Invitations option is not there.  It is important that you set this to "Yes" the first time.  If you forget, delete the event and start over!


 


Updating an existing event to use the new style (w/ calendar invites)


If you have an existing event that was setup using the older method and want to use the new method with calendar invitations, you MUST CREATE A NEW EVENT.  While you can technically edit an existing event and change the event type, the invitation function, required to send out the email inviting the group, is not present.


Rescheduling or updating the details of a scheduled event using calendar invites.


If you scheduled an event with the calendar invitations, changes will automatically propagate to those people that accepted the meeting invitation.  However, if the person had not yet accepted the invitation, that person will not get an update.


To make sure everyone receives the update, under the settings wheel, select Invite Member to Events.



From there, you will see a list of invitations.  Find the one you just changed, verify "All Community Members" and click "Send Invitation."



This will make sure everyone received the updated notification.


Reviewing those that have accepted the invitation.


After you create an event of this type, you need to add your working group members to the roster.  Using the management settings, select Manage Events.  

 

Find the event you just scheduled.   From there, click the down arrow and select manage roster.


 

 

Those users that accepted the calendar invitation will show up as registered.  Those that declined it will show up as cancelled.