Create an appointment for users or facilities. However, the facilities cannot be set for the following appointments.

• Overlapping appointments
• All day appointments
• Appointments without start time and end time

Add a regular appointment.

1. Click the app icon in the header.

2. Click Scheduler.

3. On the "Scheduler" screen, click the item to add appointments or the icon.

4. On the "New appointment" screen, click Regular.

5. In the "Date and Time" field, set the date and time to add an appointment.

   Appointments spanning multiple days can be added.
   When you click the , a cell to specify the time of the appointment appears. The start and end times can be easily set.
   Click the start time cell and the end time cell. You can only select hours. You cannot specify minutes.
   The time period to be displayed is set on the "Personal settings" screen. For details, refer to Setting up Appointments Display.
   
   If you want to display the date and time of an appointment in a different time zone, click "Other time zones".

6. In the "Title" field, set the appointment type and the title.

   You can select the appointment type from the dropdown list next to the title field.
   The displayed menus vary by user.
   For details, refer to Setting up Appointment Types.
   

7. Set the "Attendees" field.

   Attendees can be set in one of the following ways.
   However, depending on your system administrator settings, you may not be able to select organizations for the attendees.
   For details, refer to how to display the appointments of organizations.

   • Search users by entering keywords in the search box.
   • Select organizations or My groups from the dropdown list, and select attendees or organizations in the list.
   • Click the icon for all the organizations, select users or organizations.
     You cannot set a role as an attendee.

   When you select a user and click "User details", the screen for user details list is displayed and you can check the details of the user information.

   

8. Configure the "Shared with" users as necessary.

   You can share your appointment information with non-attendee users.
   For details on how to configure the "Shared with" users, refer to Sharing Appointments with Non-Attendee Users.

9. Select the "Facilities" field.

   Facilities can be set in one of the following ways.

   • Search facilities by entering keywords.
   • Select a facility group or My group from the dropdown list, and select facilities in the list.

   For a facility that has already been booked on the date and time you specified, a warning icon indicating a double-booking is displayed at the beginning of the facility name.
   When you select a facility and click the item for facility information details, the screen for facility details list is displayed and you can check the details of the facility information.

   

   If you select a facility that requires a usage request, the item to enter the purpose of facility is displayed. Be sure to enter the purpose of usage. For details, refer to Facility usage request.

10. To check the availability of attendees and facilities, click Select facility and date/time from available time slots in the "Availability" section.

    The "Check available times" screen opens and shows the available time slots of attendees and facilities.
    You can select the facility to use or change the appointment time based on their available time slots.
    For details, refer to Checking Availability When Adding Appointments.
    

11. If you want to set up company information, click the item to add the information of the other parties in the "Company Information" field and enter the required information.

    When you click Route search, you can search the route information for Japanese public transportation and find the information. The Route search field may not be displayed, depending on the setting configured by your system administrator.
    

12. Set the Memo field as necessary.

13. If necessary, attach files to the "File" field.

    You can also attach files by drag and drop.
    For details, refer to Using Drag and drop feature.
    

14. Set the "Visibility" field.

    The following items can be set.

    • Public:
      Make the appointment visible to all users.
    • Private:
      Only the attendees and "Shared with" users can view the appointment.
    

15. Set the "RSVP" field.

    Depending on your system administrator settings, the "RSVP" field may not be displayed.
    When you select the checkbox for the attendance when you add an appointment, you can ask the attendees to response for the appointment whether to accept it or not.
    For details, refer to Responding to attendance request.
    

16. Confirm your settings and click Add.

    If the specified date/time overlaps with an existing appointment of an attendee, is displayed at the end of the attendee's user name on the "Appointment Details" screen.

Items	Description
On	Set the date and time of the appointment.
Subject	Set the appointment type and the title of the appointment. For details on the appointment type, refer to Setting up Appointment Types.
Attendees	Select attendees. However, depending on your system administrator settings, you may not be able to add organizations for the attendees. For details, refer to how to display the appointments of organizations.
Shared with	Select "Shared with" users of an appointment. "Shared with" users cannot be set in all day appointments. Depending on your system administrator settings, you may not be able to add organizations or roles as "Shared with". For details, refer to Allowing Users to Specify Organizations/Roles for "Shared with" Users.
Facilities	Select facilities. The facility cannot be set for All day appointments. For a facility that has already been booked on the date and time you specified, a warning icon indicating a double-booking is displayed at the beginning of the facility name.
Purpose	This field is displayed when you have selected any facilities requiring usage requests. Facilities with the usage requests are available only for regular appointments. Be sure to enter the purpose of usage.
Availability	Select the facility to use or change the appointment time based on their available time slots. For details, refer to Checking Availability When Adding Appointments. Clicking Arrange appointments enables you to search available times based on attendees, facilities, and duration for an appointment. You can also add multiple tentative dates for an appointment. For details, refer to how to Arrange Appointments.
Company information	Enter company details such as company name and address.
Memo	Enter notes for the appointment.
Attachments	Attach a file to an appointment. For details, refer to Attaching Files. Depending on your system administrator settings, you may not be able to attach files. You cannot attach files to repeating appointments.
Visibility	Select whether to make the appointment public. It may not be displayed depending on the system administrator settings. Only creators, attendees, and "Shared with" users can view, edit, or delete private appointments. All day appointments cannot be set to private.
RSVP	You can select whether to request responses for attendance to attendees of an appointment. For details, refer to Responding to attendance request. The attendance can only be used for regular appointments.

This section describes how to check availability of attendees and facilities when adding appointments.

1. Go to the "New appointment" screen.

   For details, refer to Step 1 to Step 3 in Adding Regular Appointments.

2. Select attendees and facilities.

3. Click Select facility and date/time from available time slots.

   The "Check available times" screen is displayed in a new window.
   

4. On the "Check available times" screen, check the availability of the attendees and facilities of the appointment.

   The non-working hours of users are grayed out.
   The background color for holidays is red.

5. Select a checkbox for the facility you want to use.

6. Select the time to add for an appointment from the dropdown list, as necessary.

7. Click Apply to appointment.

   The "Check available times" screen is closed and the selected date/time and facility are applied to the "New appointment" screen.
   

This section describes how to configure non-attendee users as "Shared with" users when adding appointments.

If you configure non-attendee users as the "Shared with" users, they will see the "shared appointments" on their Scheduler.
The shared appointments are useful in the following scenarios:

• To just let your superiors know about your planned business meeting, without requiring them to attend.
• To share the communication exchanged in the comment field of the appointment with non-attendee users.

They are displayed in a separate area from the appointments that you are going to attend, making it easier for you to distinguish which appointments require you to attend or which time slots are vacant.

1. Go to the "New appointment" screen.

   For details on how to display them, refer to Step 1 to Step 3 in Adding Regular Appointments.

2. Click Add "Shared with" users in the "Shared with" field.

3. Select users to add as the "Shared with" users.

   "Shared with" users can be set in either of the following ways:

   • Search users by entering keywords in the search box.
   • Select a default "Shared with" value, an organization, or a My group from the dropdown list, and select users or organizations in the list for "Shared with".
   • Click the icon of all the organizations, and select users, organizations, or roles.

   When you select a user and click "User details", the screen for user details list is displayed and you can check the details of the user information.

   

On the "Scheduler" screen, you can display a pop-up window and quickly add regular appointments.

1. Click the app icon in the header.

2. Click Scheduler.

3. On the "Scheduler" screen, select one of the following screens.

   • Group Day View Screen
   • Group Week View screen
   • Day View Screen
   • Week View Screen
   • Month View Screen
   

4. To display the pop-up window, perform the following actions, depending on the screen that you have selected in step 3.

   • When the Group Day view screen is selected:
     Double-click the free time slot or the time period without any appointments.
   • When the Group Week view and Month view screens are selected:
     Double-click the empty area of the appointment field.
   • When the Day view and Week view screens are selected:
     Drag or double-click the empty area of the appointment field.
     The start and end times of an appointment can be specified in 30-minutes by dragging them.
     Selected users, organizations, and facilities are prefilled in the "Attendees" and the "Facilities" fields.

5. Set the required items.

   You can set the following items on the popup window:

   • Start and end times of the appointment
   • Appointment type and Appointment title
   • Memo
   • Visibility
   • RSVP
     If you are the only attendee for the appointment, the "RSVP" field will not be displayed.

   To set other items such as attendees and facilities or to check availability of attendees and facilities, click "More settings" on the popup window.

   

6. Confirm your settings and click Add.

Create an appointment with only the start and end dates of an appointment.
The facility cannot be set for All day appointments.

1. Click the app icon in the header.

2. Click Scheduler.

3. On the "Scheduler" screen, click the item to add appointments or the icon.

4. On the "New appointment" screen, click All day.

5. In the "Date" field, set the start and end dates of the appointment.

6. Set the required items.

   For details on the settings, refer to Items on the "New appointment" screen.

7. Confirm your settings and click Add.

Create repeating appointments.
Depending on your system administrator settings, the facilities that can be added to the appointment may be limited.

1. Click the app icon in the header.

2. Click Scheduler.

3. On the "Scheduler" screen, click the item to add appointments or the icon.

4. On the "New appointment" screen, click Repeating.

5. In the "Date" field, configure the repeating conditions and periods.

   Items for Repeating Conditions

   • Every day
   • Every weekday
   • Days of the week:
     You can specify the day of the week to configure a weekly or monthly repeating appointment (for example, every Tuesday, or the second Thursday of every month).
     • Every week
     • Every two weeks
     • Every three weeks
     • Every first
     • Every second
     • Every third
     • Every fourth
     • Every last
   • Every month:
     Specify a day to configure monthly repeating appointments (for example, the 5th day of every month).

   Period for Repeating Appointments

   The maximum time period for repeating appointments varies depending on your system administrator settings. For details, refer to Setting up Repeating Appointment Periods.

6. Set the required items.

   For details on the settings, refer to Items on the "New appointment" screen.

7. Confirm your settings and click Add.

You can add multiple appointments at once while checking the availability of multiple users and facilities.

1. Click the app icon in the header.

2. Click Scheduler.

3. On the "Scheduler" screen, click Add multiple appointments.

4. On the "Add multiple appointments" screen, click Change users/facilities.

   

5. In the "User" field on the "Select users/facilities" dialog, add users whose availability you want to check.

   Up to first 10 users (out of those you added) can be displayed on the screen to check their availabilities. If you add 11 users or more, you cannot view the availabilities of all users, but all users are added as attendees of the appointment.

6. If you want to check the availability of the facilities, click Add facilities under the "Facilities" field.

7. Add facilities to configure usage and duration and check their availabilities.

   You can add up to 10 facilities.

   • Usage of selected facilities:
     Select whether to use only one of the facilities, or use all facilities.
   • Duration:
     Configure the duration of an appointment.

8. Click Apply.

9. Check the availabilities on the "Add multiple appointments" screen.

   The blank slots with no appointments for added users and facilities are available hours.
   The appointments of users are color-coded. You can show or hide the appointments of specific user using the checkbox next to the user name.
   

10. Select a time slot to add an appointment by dragging it.

    You can select up to 10 appointments with the 30-minute unit. If you added facilities, select the same duration you configured in Step 7.
    
    The dates/times you dragged to select are added to "Selected dates/times".
    

11. Click Enter appointment details.

12. In the "Enter appointment details" dialog, configure necessary fields.

    

    • Title:
      Enter a subject of the appointment.
    • Shared with:
      Select "Shared with" users of an appointment.
    • Company information:
      Enter company details such as company name and address.
    • Notes:
      Enter notes for the appointment.
    • Visibility:
      Select whether to make the appointment public.

    To change the settings, click Cancel.

13. Confirm your settings and click Add.

You can add multiple candidate dates as tentative appointments at once.
The tentative appointments can be added using the following features:

• Add multiple appointments at once while checking available hours
• Arrange Appointments

This section describes how to add appointments via "Add multiple appointments" screen.

1. On the "Add multiple appointments" screen, display "Enter appointment details" dialog.

   For details on how to display, refer to Step 1 to Step 12 in Add Multiple Appointments At Once While Checking Available Hours.

2. Fill in the required fields.

3. In the "Enter appointment details" dialog, select the checkbox in the "Tentative appointments" field.

4. Click Add.

   The "Appointment details" screen for the tentative appointment appears.
   On the "Appointment details" screen, click Copy candidate dates and times to display the candidate dates in the text box. Clicking Copy to copy the candidate dates makes it easier to share the candidate dates with other users.
   

Confirm the date and time of the tentative appointment. When the date and time is fixed, select one of the tentative appointments to fix your appointment.

1. Click the app icon in the header.

2. Click Scheduler.

3. On the "Scheduler" screen, click the title of the tentative appointment.

   The title of the tentative appointment is displayed in green characters.
   

4. On the "Appointment details" screen, click Fix for the date and time you want to fix.

   When the appointment is fixed, it will be applied to the Scheduler of all attendees.
   Candidate dates/times other than the fixed one are automatically deleted.