Sending Invitations

CySpace City Web Calendaring enables the user to not only have reminder e-mails sent to them to remind them of a scheduled event or task, but also to send invitation e-mails to others inviting them to attend the event or assign them a task. These features work separately, so one can be enabled without the other.

When you send an invitation to someone, they will receive an e-mail containing all of the information regarding the event. If they are also an CySpace City Web Calendaring user, they will receive the invitation through their calendar as well. Through the calendar interface they will be able to confirm, delete or add the invitation to their personal calendar.

Sending an Event Invitation

From the Menu select Add Event.

Fill in the General Information, Date and Time, Repeating and Reminder fields.

In the Invitee List field, enter the e-mail address(es) you want to invite. E-mail addresses from the users address book will appear in the right list box. Select the desired addresses and click the left arrow to move them to the Invitee list.

Click Update to save changes to the event.

Note:  If an event was originally scheduled without sending invitations, the user can always edit the event to send invitations later. To do this simply click on the event title in either Day or Week view and edit the event as usual. Make sure to click update when you are finished to save the changes.


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Assigning a Task

From Menu select Add Task.

Enter the General Information, Date and Time, Repeating and Reminder fields.

In the Task-Assigned-To List, enter the e-mail address(es) you want to assign the task to. E-mail addresses from the users address book will appear in the right list box. Select the desired addresses and click the left arrow to move them to the Task-Assigned-To List.

Click Update to save changes to the task.

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Viewing Received Invitations

A user will receive invitations from other CySpace City Web Calendaring users when their names are entered as an invitee for an event. This occurs when their e-mail address is specified in the Invitee area of the Add an Event page. A user can view their invitations by accessing the Invitations page in CySpace City Web Calendaring. This page stores all of the invitations, that are received from other CySpace City Web Calendaring users, and also allows the recipient to reject or confirm the invitation. In addition, the user will also receive an e-mail notifying them of the invitation. If an e-mail is sent to a user who does not use CySpace City Web Calendaring, they will still receive an e-mail, but will not have the ability to confirm or reject the invitation.

Receiving Invitations

Click on the Invitations link. This opens the Invitations page and displays all of the requests that you have received. The following information is displayed on this page:

Status. Whether the invitation is new or has been read.

When an new invitation arrives, top will be displayed to the left of it.

When an invitation has been read and responded to.

Invitation Title. The name of the Invitation.
From. The CySpace City Web Calendaring User who sent the invitation.

Type. This will be displayed only if the invitation is for an event. The Type is appointment, birthday, anniversary, etc
Priority. This will be displayed only if the invitation is for a task. It will display the priority of the task from 1(very high) to 5(very low)
Start Date. The start date of the event in the invitation.
Start Time. The start time for the event in the invitation



Note: Click the Update button to check for new invitations and refresh the page view.


Viewing Invitation Details

To view detailed information about an invitation, click on the Invitation title to display the Request Details page. This page displays complete information about the invitation as well as gives you the opportunity to confirm or reject the invitation.

Confirming and Rejecting Invitations

To accept an invitation:
First make sure that the appropriate calendar is selected in the calendar display box.
Then, click the Confirm button and the information will automatically be entered into your calendar.
If the invitation is for an event, it will be displayed in any calendar view. If the invitation assigns a task, then it will be displayed in the Task List. In addition, a status message will be displayed at the top of the page that says "The event "Birthday Party" was added for 3-20-2002" If you would like to add an event to multiple calendars, follow the above steps for one calendar, then select a different calendar from the calendar display box. Repeat the steps to add the invitation to the second calendar.
To decline an invitation: Click the Reject button, and the invitation will automatically be deleted.

Deleting Invitations

To delete an invitation from your calendar, select the check box to the left of the status column and click the Delete button. To delete all of the invitations at one time, select the check box directly to the left of the word status, and then click the Delete button.

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