Appointments
Package: BASIC
1. General
The Appointments module is used for planning and managing meetings, calls and visits with customers, prospects or team members. It offers the following core functions:
- Calendar and planning view – display appointments in day, week or month view
- Linking with other modules – link appointments directly to Organizations, Contacts, deals, Tasks and more
- Invite participants – invite users, contacts and leads by notification or email; acceptances and declines are documented in the appointment
- Recurring appointments – create recurring appointments with a configurable interval and end date
- Calendar sharing – share your own calendar with other users or groups using individual permissions
- Group calendars – display appointments from groups and shared calendars in your own view
- Birthdays – display birthdays from the Contacts module as all-day events in the calendar
A sales representative plans a meeting with a customer. In the Appointments module a new appointment is created, linked to the relevant organization and the responsible contact is invited as a participant. The Send appointment as email message toggle is activated so that the contact receives an email invitation. After the appointment, the status is set to completed and a follow-up appointment is created.
A weekly team meeting is created as a recurring appointment. In the Repeat block, the interval Weekly is selected and an end date is set. All team members are added as participants and receive a notification. Changes to the main appointment automatically affect all future appointments in the series.
This section only describes special fields or functionalities of the module, as all general brainX functionalities are described elsewhere in the handbook.
2. Global Settings
2.1. General Module Settings
For the Appointments module, the following settings are available in Global Settings - Module management:
2.2. Basic Configuration
Via the basic configuration, an administrator can preconfigure the default calendar settings for all new users. Newly created users adopt these settings but can adjust them individually in the calendar settings.
The Basic configuration tab is divided into the following areas:
The following settings cannot be made in the basic configuration but must be configured individually by the user in the calendar settings:
2.2.1. Basic Settings
Appointments basic configuration
The settings and fields are described in detail in the section Calendar settings – Basic settings.
2.2.2. Default References
Default references setting
The settings and fields are described in detail in the section Calendar settings - Default references.
2.2.3. Calendar Colours
Calendar colours setting
The settings and fields are described in detail in the section Calendar settings – Type settings.
3. Functional Areas
The Appointments module is divided into the following functional areas:
Appointments module - functional areas
- Select calendar/planning view → switch between calendar view and planning view
- Actions → General actions of the view
- Create appointment → opens the creation view for a new appointment
- Calendar sidebar → Sidebar with month calendar, Calendar, My Groups and Shared Calendars
- Filter → Filter settings for the calendar
- Select day/week/month view → Select the period to display
- Navigation/period selection → navigate between periods
- Search → Search appointments
- Calendar settings → open calendar settings
- Display area → shows the calendar or planning view
3.1. General Actions
After clicking the "Actions" button, a flyout menu opens with the following actions:
To use multiple records for the actions, several appointments can be selected in the calendar or planning view using the key combination Ctrl + click.
3.2. Calendar Sidebar
The Calendar sidebar is divided into several functional areas.
Calendar sidebar
- Period displayed in the calendar or planning view
- Month calendar
- Calendar
- My Groups
- Shared Calendars
3.2.1. Month Calendar
The month calendar always shows the period currently displayed in the calendar view.
Selecting a day, month or year displays the corresponding period in the calendar view.
3.2.2. Calendar
Via the "My appointments" checkbox you can choose whether your own appointments should be displayed in the calendar view.
This setting only takes effect when groups or shared calendars are selected at the same time.
3.2.3. My Groups
The "My Groups" area displays all groups in which the user is a member.
The checkbox determines whether group appointments should be displayed in the calendar view.
3.2.4. Shared Calendars
The "Shared Calendars" area lists all users who have shared their calendar.
The checkbox lets you show or hide the respective shared calendar.
3.3. Functionalities in Views
The general functionalities in the calendar and planning view are identical. View-specific functionalities are explained in the respective sections.
3.4. Filter
Via the Filter button, temporary filters can be set for the calendar view. After clicking, a flyout window opens; via Add filter, additional filters are added.
Filters in views
All fields of the detail view are available as filter options. By clicking the "Add filter" button again, additional filters can be added.
The filters are temporary but remain active when switching between calendar or planning view. Filters are removed by actively clicking the filter or when the page is reloaded or left.
3.5. Select View Period
Via the picklist you can switch between day, week and month view in the calendar or planning view.
3.6. Period Selection/Navigation
Via the navigation buttons you can switch to the previous or next month/week/day. If the current period is not displayed, a button appears to switch directly to today, this week or this month.
3.7. Search
After clicking the "Search" button, the "Search appointments" sidebar opens.
Search appointments sidebar
The search starts from the second character entered and searches the fields Subject, Type, Status, Priority and Description. After clicking a search result, the corresponding time period is displayed in the calendar view.
3.8. Calendar Settings
It is opened via the "Calendar settings" button (gear icon).
Calendar settings button
The "Calendar settings" popup is divided into the following areas:
- Basic settings
- Default references
- Type settings
- Appointment sharing
- Task sharing
- Group appointment colours
3.8.1. Basic Settings
Calendar settings popup - Basic settings
The following table describes fields whose function is not self-evident. All other fields are self-explanatory.
| Field | Description |
|---|---|
| Default view | Defines which view is displayed when opening the module: calendar view or planning view |
| Default display | Defines which view is displayed when opening the module: Today, This week, This month |
| Week start | Weekday on which the displayed week begins |
| Weekdays | Selection of the weekdays displayed in the calendar (any combination Mon–Sun) |
| Unselected weekdays | Display of unselected weekdays: Hide or Grey out |
| Unselected times | Display of times outside the working day: Hide or Grey out |
| Show birthdays | When activated, birthdays from the Contacts module are displayed as all-day events in the calendar – see Section 3.8.1.1. |
| Follow-up appointment | When activated, a popup for creating a follow-up appointment is displayed after setting an appointment to completed |
| Automatic appointment invitation | When activated, added participants are automatically invited when a new appointment is created |
3.8.1.1. Notes on Showing Birthdays
If the "Show birthdays" toggle is set to "active", the following must be noted:
- If the "Date of birth" field is filled in the Contacts module, it is automatically displayed as an appointment in the calendar as an all-day event.
- Each user sees the birthdays of all records to which they have access based on the permission settings.
- First and last name as well as the age in brackets are displayed; clicking the name opens the detail view of the record.
- The event type "Birthday" can be used as a filter (e.g. in custom list views or Reports).
- In the detail view of a record and for incoming calls, the birthday is signalled by the gift icon.
- The respective birthday appointment is displayed 11 months before and 1 month after the birthday.
- The colour can be globally specified by the administrator and adjusted individually by each user.
3.8.2. Default References
Calendar settings popup - Default references
In the Default references area, you configure which reference fields are displayed in the Relationships block when creating a record in the Appointments and Tasks modules.
Only modules to which the user is allowed access based on the Global permissions assignment are available for selection.
3.8.3. Type Settings
Calendar settings popup - Type settings
A separate calendar colour and icon can be defined for each appointment type. After clicking a type, a flyout window opens for colour selection and icon selection.
Type colour selection
Type icon selection
Colours for group appointments are configured in the Group appointment colours area.
3.8.3.1. Configuring the Duration of the Follow-up Appointment
In the "Follow-up appointment" field, the desired default duration (in minutes) for a follow-up is set.
3.8.4. Appointment Sharing
Appointment shares only have an effect if the Appointments module is set to private in the Global permissions assignment. With public, all users can see all appointments. Private appointments are, in principle, only visible as a private entry (including time) as long as they have not been shared via appointment sharing.
Calendar settings popup - Appointment sharing
Via appointment sharing, users can share their calendar with other users and/or groups.
Calendar settings popup - Appointment sharing permission selection
The following permission levels are available for selection:
| Permission | Description |
|---|---|
| Sees when I am busy | Only date and time visible, no further details |
| Can see titles and locations | Date, time, title and location visible, no further details |
| Sees all details | All details visible, no editing possible |
| Can edit everything | All details visible and editable |
| Delegate (read & write) | Read and write access |
| Delegate (full access) | Full access to all records |
3.8.4.1. Private Appointments
Via the Can see all details of private appointments toggle (only available with the Delegate (full access) permission), you define whether selected users/groups can see all details of private appointments.
Private appointments, regardless of any other permission settings, can only be edited or deleted by the responsible user or the responsible group.
3.8.4.2. Additional Shares
Via the Add share button, additional appointment shares for other users/groups with individual permissions can be configured.
3.8.4.3. Deleting Shares
To delete an appointment share, click the Delete share action icon (Recycle Bin icon) in the relevant row and then click Save.
3.8.5. Task Sharing
Task shares only have an effect if the Tasks module is set to "private" in the Global permissions assignment.
Calendar settings popup - Task sharing
Via task sharing, users can share their tasks with other users and/or groups.
Calendar settings popup - Task sharing permission selection
The available permission levels correspond to those of the Appointment sharing.
To be able to create tasks for other users, at least the Delegate (read & write) permission is required.
3.8.5.1. Additional Shares
Procedure identical to Section 3.8.4.2.
3.8.5.2. Deleting Shares
Procedure identical to Section 3.8.4.3.
3.8.6. Group Appointment Colours
Calendar settings popup - Group appointment colours
For groups in which the user is a member, individual calendar colours can be configured. Group appointments without their own colour definition appear in the colour of the appointment type.
If a colour is defined for both a type and a group, the group colour is used.
4. Calendar View
In the calendar view, all appointments are displayed according to the selected period view (day, week, month view) as well as the selection in the sidebar (own appointments, groups, shared calendars).
Appointments module - Calendar view
4.1. Opening the Detail View of an Appointment
After clicking an appointment, a flyout opens with the most important details: Subject, Type, Date and time, Status (directly editable).
Appointment details display
The following actions are available:
- "Open" action icon (square with arrow icon) → opens the detail view
- "Edit" button → opens the editing view
- "Delete" button → deletes the appointment
4.2. Editing an Appointment
After clicking the "Edit" button, the editing view of the appointment is opened.
4.3. Deleting an Appointment
After clicking the "Delete" button, the appointment is deleted and moved to the Recycle Bin module.
4.4. Creating a New Appointment
Clicking any day in the calendar view opens the "Create appointment" popup with the most important fields.
Create appointment popup
After filling in the mandatory fields and clicking Save, the appointment is created. Via the "More options" button, an extended popup opens with all available fields.
Create appointment popup - more options
5. Planning View
In the planning view, all appointments are displayed in a list form according to the selected period view. The selection in the sidebar (own appointments, groups, shared calendars) is taken into account.
Appointments module - Planning view
The planning view makes it easier to keep track of upcoming appointments thanks to its clear presentation.
All functionalities of the calendar view (opening the detail view of an appointment, editing an appointment, deleting an appointment, creating a new appointment) are also available in the planning view.
6. Detail View
The Appointments module does not have a list view. The detail view of an appointment can only be opened directly from the calendar or planning view.
6.1. Fields
The following table describes mandatory fields as well as fields whose function is not self-evident. All other fields are self-explanatory.
Appointment block
| Field | Description |
|---|---|
| Start * | Date and time of the appointment start |
| End * | Date and time of the appointment end |
| Type |
|
| All-day | When activated, the appointment is displayed in the All-day row in the week/day view |
| Private appointment | Marks the appointment as a private appointment; visible to other users only as a private entry |
| Status |
|
| Send appointment as email message | When activated, in addition to a notification, email invitations are also sent to all participants |
*Mandatory field
Relationships block
In the Relationships block, reference fields to other modules are displayed. Unlike other modules, references here are not defined in the Relations tab but directly in the Relationships block.
Which modules are displayed by default can be configured individually by each user in Calendar settings – Default references.
Via the Add more references button (only available in the creation/editing view), individual references to further modules can be added.
Relationships block in the creation/editing view
After clicking the "Add more references" button, a popup of the same name opens.
Add more references popup
After selecting modules and clicking the "Select references" button, the corresponding reference fields are added to the "Relationships" block.
Follow-up block
| Field | Description |
|---|---|
| Follow-up | When activated and with a Date and time entered, a follow-up appointment is created automatically |
| Date and time | Date and time of the follow-up appointment |
Reminder block
In the Reminder block, two fields (1st reminder and 2nd reminder) are available. After selecting a value, a notification is displayed at the defined time; default values: none, 5 minutes before, 10 minutes before, 30 minutes before, 1 hour before, 2 hours before, 1 day before, 2 days before.
Repeat block
In the Repeat block, recurring appointments (recurring appointments) can be configured. After selecting an interval, the Recurrence rule popup opens, in which the interval, time and end date are configured.
Recurrence rule popup - Example interval "Custom"
When creating a recurring appointment, no appointments are created in the past. If a series is created at 11:00 that should start at 10:00, the current day is no longer taken into account.
If the interval is not entered correctly, the following note appears: The configured rule does not generate any appointments. Please check the recurrence rule.
Displaying all appointments of a series
All appointments of a series are listed in the Relations tab of the detail view of the recurring appointment.
Detail view - Relations tab - recurring appointments
- Changes to the main appointment affect the entire series.
- Changes to an individual appointment only affect that one. To change all future appointments, the Apply changes to all future appointments of the series checkbox must be activated in the editing view.
- Changing the recurrence rule on the main appointment deletes all future appointments and creates a new series.
Add participants block
In the Add participants block, calendar invitations for other users, Contacts and leads are defined, see section Invitation to contacts/leads.
Invitation to users
After clicking the "Add participants" button, a popup of the same name opens.
Add participants popup - user selection
Users can be added individually or via multiple selection (checkbox + Select button).
Invited users receive a notification and optionally an email invitation (if Send appointment as email message is active). They can respond with accept, accept tentatively or decline:
| Response | Follow-up action |
|---|---|
| accept | A new appointment is created in the invitee's calendar |
| accept tentatively | A new appointment is created; the Give firm acceptance action appears in the detail view |
| decline | No appointment is created; the inviter receives a notice |
The response status is visible in the appointment's detail view for all participants: green check (accepted), yellow question mark (tentative), red X (declined), grey question mark (no response).
If an appointment is changed, all participants receive a new invitation and can respond again. The invitees' appointment is updated automatically.
To disinvite a participant, click the Recycle Bin icon next to the relevant name in the editing view. The disinvited person receives a notification and the appointment is removed from their calendar.
Once an invitation has been responded to (accept, accept tentatively or decline), the message is removed from the invitee's message centre.
A prerequisite for an invitation to contacts or leads is an active/configured Exchange Connector. If the Exchange Connector is not active/configured, no contacts or leads can be selected in the "Add recipients" popup.
Invited contacts/leads receive an invitation via Outlook (Exchange Server). If an appointment relates to an organization, the contacts of the linked organization are primarily displayed during contact selection.
File attachments block
| Field | Description |
|---|---|
| File | Upload a file by drag & drop or via the operating system's file explorer |
If the Exchange Connector has been configured, the attachments are synchronised accordingly.
6.2. Actions
The following actions are available in the detail view:
6.2.1. General Actions
- PDF Export
- Recommend
- Copy
- Mark appointment as done
- Delete
- Mark appointment as not completed
- Change tracking
For detailed information on the actions, see the section Actions (detail view).
6.2.2. Module-Specific Actions
| Action | Prerequisite | Functionality |
|---|---|---|
| Create Timesheet | – | Creates a new timesheet and links it to the appointment |
7. Practical Examples
1 – Plan a customer appointment, invite and follow up
A sales representative plans a meeting with an existing customer. In the Appointments module, a new appointment with the Type Meeting is created, linked to the relevant organization and the responsible contact in the Relationships block. The Send appointment as email message toggle is activated so that the contact receives an email invitation in addition to a notification.
Via the Add participants block, all internal participants are invited as users. They can respond with accept, accept tentatively or decline – the response status is visible in the detail view for everyone. After the meeting, the appointment status is set to completed. Since Follow-up appointment is activated in the calendar settings, a popup for creating a follow-up appointment opens automatically.
2 – Create a weekly team meeting as a recurring appointment
A weekly team meeting is to be managed as a recurring appointment in brainX. In the Repeat block, the interval Weekly is selected and in the Recurrence rule popup the weekday and an end date are set. All team members are invited via the Add participants block.
Changes to the main appointment – such as a time shift – automatically affect all future appointments in the series. If an individual appointment needs to be handled differently, it can be edited separately without changing the entire series. All appointments in the series are listed in the Relations tab of the main appointment.
3 – Share a calendar for a substitute and use group calendars
An employee is standing in for a colleague during their holiday and needs access to their calendar. The colleague shares their calendar in the calendar settings under Appointment sharing with the Delegate (read & write) permission for the substitute.
The substitute sees the shared calendar in the sidebar under Shared Calendars and can show it via the checkbox. This displays the colleague's appointments in their own calendar view. In addition, in the sidebar under My Groups, all groups in which the user is a member can be shown – the group's appointments appear in the configured group colour.
8. Frequently Asked Questions
How do the calendar view and planning view differ?
The calendar view shows appointments in a graphical day, week or month display. The planning view shows the same appointments in a clear list form – ideal for a quick overview of upcoming appointments without a graphical display. Both views can be selected as the start view via the default view in the calendar settings.
Can I invite contacts and leads directly to an appointment?
Yes, but only if the Exchange Connector is configured and active. Invited contacts and leads receive the invitation via Outlook (Exchange Server). Without an active Exchange Connector, no contacts or leads can be selected in the Add recipients popup.
What happens if I change a recurring appointment?
Changes to the main appointment of a series affect all future appointments. Changes to an individual appointment in the series only affect that one – unless the Apply changes to all future appointments of the series checkbox is activated in the editing view. Changing the recurrence rule on the main appointment deletes all future appointments and creates a new series.
How are birthdays displayed in the calendar?
If the Show birthdays toggle is activated in the calendar settings, birthdays from the Contacts module are automatically displayed as all-day events in the calendar – provided the Date of birth field is maintained in the contact record. Each user sees the birthdays of all contacts to which they have access.
How does appointment sharing work?
In the calendar settings under Appointment sharing, your own calendar can be shared with individual users or groups. Various permission levels are available for selection – from Sees when I am busy to Delegate (full access). Appointment sharing only takes effect if the Appointments module is set to private in the global permissions assignment.
Can I bill an appointment as a timesheet directly from the Appointments module?
Yes. Via the module-specific action Create Timesheet in the detail view of an appointment, a timesheet is created directly and linked to the appointment. This allows the time spent on a customer appointment to be recorded directly and assigned to a project or contingent.