Proper way to use a Team Calendar

Proper way to use a Team Calendar

Lizzy not only comes equipped to help you manage your own calendar but she also has the ability to help manage an entire departments events.  This Blog entry is going to cover a few details as to how the dashboard inside Lizzy is meant to be used and some of the advanced features that exist.

The main dashboard inside Lizzy functions a lot like many other standard web based calendar systems.  You can quickly add events or you can go to a detail screen where you can create events with more details such as location, time periods and even define if they repeat or not.

One thing that Lizzy lets you do, however, that some other systems don’t, is the ability to very quickly  view other users calendars and see what they have scheduled as well.  This information allows everyone within an organization to know what everyone else is doing at all times.  Preventing me from getting up to go see if someone can answer a question when they are scheduled to be in a meeting all day.

This functionality also allows me to schedule events for other users such as me needing them to call a customer at a certain time.  I can review their calendar, schedule the call, and move on and let Lizzy be responsible for notifying them that I did it.  As soon as I save the event, no matter what day or time it was scheduled for, it will immediately notify the user that I added it.

You can think of Lizzy as the office secretary that keeps up with everything you’re doing, as well as being responsible for notifying other users when your paths cross.

Enter Teams:

Lets say though, that I want to log a call back to a customer, but don’t know exactly who needs to call them.  Lets say it’s a support call and I just need someone in support to deal with the issue.  In this case I don’t want to pick your calendar to schedule the call, I want to schedule it for the Support Team and let anyone that can, take care of it.

To perform this function, Lizzy has a checkbox beside the Username drop down that lets me view Teams.  Clicking the radio button will switch the user list to a team list and let me view and add events to a Teams calendar.  This is very useful as a communications tool, but it also requires the support team to properly deal with events when they show up.

In the current version of Lizzy, she requires members of a team to view their respective team calendars from time to time.  Once an issue shows up on the calendar, it’s the responsibility of the user to edit the event and move it off the team calendar and onto their own calendar.  This process allows the team calendar to only contain items that no one has handled yet, and allows Lizzy to keep everyone up to date on what needs to be done.

Once the event has been moved to your own personal calendar, it will display for others to see that you’ve got the ball on that particular event, as well as giving everyone a quick clear overview of what else needs to be picked up and dealt with from the remaining team calendar events.

There are many other features of the calendar that we won’t be getting into on this blog entry such as scheduling call backs to customers, rescheduling events and setting up alerts and things.  View the training video in the calendar to get all the goodies that you can take advantage of in that area of the application.

–glenn hancock