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Create Talk room for booked appointments #10339

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May 8, 2023
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Create Talk room for booked appointments #10339

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30 changes: 18 additions & 12 deletions user_manual/groupware/calendar.rst
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Original file line number Diff line number Diff line change
Expand Up @@ -206,15 +206,15 @@ Similar to attendees you can add rooms and resources to your events. The system

Add attachments to events
~~~~~~~~~~~~~~~~~~~~~~~~~
You can import attachments to your events either by uploading them or adding them from files
You can import attachments to your events either by uploading them or adding them from files

.. figure:: images/calendar_adding_attachments.png
:scale: 40%

.. note:: Attachments can be added while creating new events or editing existent ones.
Newly uploaded files will be saved in files by default in the calendar folder in the root directory.

You can change the attachment folder by going to ``Calendar settings`` in the bottom left corner and changing ``default attachments location``.
You can change the attachment folder by going to ``Calendar settings`` in the bottom left corner and changing ``default attachments location``.

.. figure:: images/calendar_attachments_location.png
:scale: 60%
Expand Down Expand Up @@ -312,9 +312,9 @@ appointment will take place and a more detailed description of what this appoint

.. figure:: images/appointment_config_basics.png

The duration of the appointment can be picked from a predefined list. Next, you can set the desired increment. The increment is the rate at which possible slots are available.
For example, you could have one hour long slots, but you give them away at 30 minute increments so an attendee can book at 9:00AM but also at 9:30AM.
Optional infos about location and a description give the attendees some more context.Every booked appointment will be written into one of your calendars, so you can chose which one that should be. Appointments can be *public* or *private*.
The duration of the appointment can be picked from a predefined list. Next, you can set the desired increment. The increment is the rate at which possible slots are available.
For example, you could have one hour long slots, but you give them away at 30 minute increments so an attendee can book at 9:00AM but also at 9:30AM.
Optional infos about location and a description give the attendees some more context.Every booked appointment will be written into one of your calendars, so you can chose which one that should be. Appointments can be *public* or *private*.
Public appointments can be discovered through the profile page of a Nextcloud user. Private appointments are only accessible to the people who receive the secret URL.

.. figure:: images/appointment_config_calendar_settings.png
Expand All @@ -325,23 +325,23 @@ The organizer of an appointment can specify at which times of the week it's gene

.. figure:: images/appointment_config_booking_hours.png

Some appointments require time to prepare, e.g. when you meet at a venue and you have to drive there.
Some appointments require time to prepare, e.g. when you meet at a venue and you have to drive there.
The organizer can chose to select a time duration that must be free. Only slots that do not conflict with other events during the preparation time will be available. Moreover there is the option to specify a time after each appointment that has to be free.
To prevent an attendee from booking too short notice it's possible to configure how soon the next possible appointment might take place.
Setting a maximum number of slots per day can limit how many appointments are possibly booked by attendees.

.. figure:: images/appointment_config_limits.png

The configured appointment will then be listed in the left sidebar. Via the three dot menu, you can preview the appointment. You can copy the link to the appointment and share it with your target attendees,
The configured appointment will then be listed in the left sidebar. Via the three dot menu, you can preview the appointment. You can copy the link to the appointment and share it with your target attendees,
or let them discover your public appointment via the profile page. You can also edit or delete the appointment configuration.

.. figure:: images/appointment_config_options.png

Booking an appointment
~~~~~~~~~~~~~~~~~~~~~~

The booking page shows an attendee the title, location, description and length of an appointment.
For a selected day there will be a list with all the possible time slots. On days with no available slots,
The booking page shows an attendee the title, location, description and length of an appointment.
For a selected day there will be a list with all the possible time slots. On days with no available slots,
too many conflicts or a reached daily maximum limit of already booked appointments, the list might be empty.

.. figure:: images/appointment_booking_1.png
Expand All @@ -352,7 +352,7 @@ For the booking, attendees have to enter a name and an email address. Optionally

When the booking was successful, a confirmation dialogue will be shown to the attendee.

.. figure:: images/appointment_booking_3.png
.. figure:: images/appointment_booking_3.png

To verify that the attendee email address is valid, a confirmation email will be sent to them.

Expand All @@ -365,8 +365,8 @@ Only after the attendee clicks the confirmation link from the email the appointm
The attendee will receive another email confirming the details of their appointment.

.. figure:: images/appointment_booking_email_2.png
.. note:: If a slot has not been confirmed, it will still show up as bookable. Until then the time slot might also be booked by another user who confirms their booking earlier.

.. note:: If a slot has not been confirmed, it will still show up as bookable. Until then the time slot might also be booked by another user who confirms their booking earlier.
The system will detect the conflict and offer to pick a new time slot.

Working with the booked appointment
Expand All @@ -383,3 +383,9 @@ If the appointment has the setting "Add time before event" or "Add time after th
As with any other event that has attendees, changes and cancellations will trigger a notification to the attendee's email.

If attendees wish to cancel the appointment they have to get in contact with the organizer, so that the organizer can cancel or even delete the event.

Create Talk room for booked appointments
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

You can create a Talk room directly from the calendar app for a booked appointment. The option can be found on the 'Create appointment' modal. A unique link will be generated for every booked appointment and sent via the confirmation email when you check this option.