This article showcases what Channel calendars are and how to utilise one within a Channel
Table of contents
- What is a Channel calendar?
- How can you add a calendar to a Channel?
- Google Calendar
- Microsoft Calendar
- How to use a Channel calendar
- How can you add a Channel calendar to your Google Calendar?
- Google Calendar
- Today, day, week, and month view
- Creating new events
- Resource calendars
- 10-hour and 24-hour view
- Video representation
- Microsoft Calendar
- Month and list view
- Creating new events
- Access permissions
What is a Channel calendar?
The channel calendar is a Google calendar that is integrated with Happeo so that all the events in the Channel calendar are also visible in the Google Calendar and Microsoft Calendar view and vice versa.
The Channel calendar shows you all the Channel members' calendars at the same time, so as to make it easier to find a suitable meeting time for everyone. You can create an event from the calendar, invite all Channel members to that event automatically and reschedule if needed.
How can you add a calendar to a Channel?
When a Channel is created, you can see the Calendar option in the left-hand Channel navigation. If the option is not visible, you can toggle on the Channel calendar from the Channel settings under Tools.
By clicking on the Calendar option from the Channel's menu, if your environment has both the Google and Microsoft Calendar integrations enabled, you will be given the option to enable one of the providers.
Note: You can only choose one calendar provider for each Channel.
After you select Google Calendar as your provider, will have the option to either add an existing calendar to the Channel or create a new calendar.
By clicking on “Create New”, you create a calendar that includes all the Channel member’s calendar events.
The third option is to create a calendar in Google Calendar which is set to be accessible to the whole organization. In this case, the calendar will be linked to the Channel and users can add the calendar to their own Google Calendar.
When you select Microsoft Calendar as your provider, for the first time only, you will have to enable the Drive integration before adding a folder to a channel.
If the application is not authorized, you will have to give permission first to Happeo before you can use or view any files.
If the application was disabled from the admin after the authorization, the admin must enabled it again. Users will then have to authorize and give permission once more.
Note: Organizations with a Microsoft integration feature flag and both integrations (Microsoft Calendar and Google Calendar) enabled will be viewing the same UI.
How to use a Channel calendar
- First, navigate to a Channel that has the Channel widget toggled on
- From there, click on Calendar from the left-hand Channel menu
You will then be presented with a weekly view of all the user's calendars who are members of the Channel. Make sure that you select the users you would like to see in the Channel calendar on the right-hand side.
How can you add a Channel calendar to your Google Calendar?
When a Channel is created and a new calendar is added to the Channel, in the owner’s Google Calendar it will show up under My Calendars. By hovering the mouse over the calendar’s name, the 3 dot column appears to open Settings and Sharing. When you scroll down in the setting menu, under Access Permissions click on the button Get shareable link. Copy the link and go back to the Google Calendar.
- When scrolling to the Other Calendar list, click on the + sign
- From the list of options select From URL
- Paste the copied URL of the Channel Calendar
Today, day, week, and month view
If you would like to see the calendar for today you can do so by clicking on the Today tab from the calendar's top-right menu.
Note: This button will only work if you are viewing a day aside from Today (e.g., if today is March 22 and you are viewing March 23, clicking on Today will take you back to March 22).
Day will show you your calendar for a specific day, whether it's today or another day. You can switch the view of the day by clicking on one of the dates in the mini calendar on the right-hand side.
Week will show you the calendar for each day of the week, starting from Monday or Sunday till Sunday or Saturday (depending on your User settings). The week view will automatically show today's date in the middle and you can either scroll left or right to view other events happening during the week.
Lastly, the month view will show you all of the events that will take place during a specific month. You can change the view of the month by clicking either the left or right arrow next to the month in the mini calendar on the right.
Creating new events
You can create new events by navigating to the month view and clicking on whichever day you wish to create an event.
From there, you can fill in the following information:
- Event title
- Date and time and its duration
- The calendar it belongs to
Note: Any Channel participant can create/edit events for a specific Channel calendar. Not just editors. If you would like this to be changed, you can change the settings through Google. Once the settings are changed, Happeo will no longer override them.
When you navigate through the day, week, or month view you can also select the users' calendars that you would like to view in the aforementioned settings. To do this, find the 'Users' tab on the bottom right and tick the boxes next to the users you wish to see in the calendar. If you would like to add users or groups, you can do so by typing them in the Add users or groups field and hitting Select.
You can also find a simple list on the left that shows which users are part of the Channel and can view their events, plans, and meetings in the calendar.
Resource calendars can be found underneath the Users tab and function the same way as users do. You can tick the boxes next to the resources (such as meeting rooms) that you would like to see in the calendar.
10-hour and 24-hour view
The 10-hour setting will show all calendar events occurring within a 10-hour span whereas the 24-hour setting will show them in a 24-hour timeframe.
Slots enable you to view the available time slots of the Channel members.
The slot selection can be found in the top-left corner of the calendar.
You can choose between:
- Don't show slots: Does not show the available slots of Channel members
- Show 30-min slots: Shows the available 30-minute time slots of Channel members
- Show 1-hour slots: Shows the available 1-hour time slots of Channel members
- Show 2-hour slots: Shows the available 2-hour time slots of Channel members
- Show full-day slots: Shows the available full day time slots of Channel members
A great use case for this tool is if you are, for example, looking to schedule a 1-hour meeting with a Channel member and want to see what availabilities there are for this meeting with that Channel member in their calendar.
Once you select a time slot, you will see green dots appear below the dates in the mini calendar on the right. If you select one of those days, you can find those hours highlighted in green in the Channel calendar.
Below, you can find a video representation of the above-mentioned features and where to find them.
Month and list view
By default, when viewing a Channel calendar, you will be presented with the month view. To switch between months, you can click on the left or right arrow on the left-hand side.
You can also click on Today to navigate back to the current month and day (if you are not yet viewing it). The current day will then be highlighted.
You can also click on List, which will present you with a list view of all the events of the month you are viewing.
Creating new events
To create a new event, simply click on a specific date (click on the white part of a date block). This will give you the option to:
- Type an event title
- Select the specific day you wish to create an event
- Or select or deselect it as All day
- Search for a location
- Add guests / search for people
- Provide a description
Once you have filled in all the details of the event, you can click on Create or Cancel if you no longer wish to create an event.
Note: Only Channel owners and editors can create events. Additionally, only Channel owners and editors can edit any events on the Channel calendar.
You can view a user's calendar by manually clicking on a user on the right-hand side. Alternatively, you can Select All to view the calendars for all of a Channel's members.
Note: A maximum of 25 users' calendars can be selected when clicking on Select All.
All Channel members will receive access to the Channel's calendar when the Channel is shared. You can contact our support team and request to have a security measure set up so that users will need to request access to a Channel's files and folders. For more information, please see this article.