Before this, you should have completed Step 2: Importing User Data, and have some guests and hosts ready. Click on the “Events” tab to see a list of events appear on the left, grouped by date and time:
Click on any event to see all the options available:
There’s a lot of options, so we’ll go through them here.
First, the event information
Here the options are:
- Name, as shown on the schedule. (Just click on ”Welcome Dinner” and change it.)
- Show on schedule, which determines if the event appears on schedules. You can configure events to always appear, appear only if there are no meetings scheduled at the same time, or never appear. Meetings that are not displayed will continue to prevent the auto-scheduler from scheduling meetings.
- During this, attendees are, determines if attendees may be automatically scheduled for meetings. It may be “busy” or “available for meetings”. If you select the latter, you can assign the importance in Attending this is worth.
- Date and Time, self-explanatory. Events may begin and end at anytime, as long as they don’t cross midnight.
- Data, additional information to attach to each event. location displays as a physical location for in-person attendees, link displays a URL for online attendees, and notes attaches additional text next to the event name. You may add additional kinds of information.
Second, the invitations
Scrolling down, you will get to the second block which controls which people are invited to the event. By setting filters, people get added to the correct events automatically. (The interface is a little complicated, so if you get stuck, feel free to email me at g@visigoth.ai and I’ll handle it.)
You can set different filters for hosts and guests, members of each can be included:
- always,
- based on some form response, or
- based on if they are attending in-person or remotely.
Below the filters you can see the manual selection list. You can click on people here to remove the manual override and switch back to automatic. Further down, you can see who is included and excluded from the events based on your filters. Clicking on these will manually include or exclude a person.
Third, breakdown by diet
If you keep scrolling down, you’ll see an option to group people by various pieces of information. This is most commonly used to see who has which dietary restrictions so that you can order food.
The final element at the bottom is a button to delete the event.