You can add an event that re-occurs on a regular basis. For example, to add a meeting to a calendar that occurs every Monday between 8:30am and 9:00am, you can create a Recurring Calendar Event.

To set up a recurrence event:

1. Follow the steps 1 to 3 mentioned in Steps to Add an event
2. Under Recurrence tab, choose the Event Recurs.
3. Define the Recurrence Rules

   
   

   
   

   1. Decide Frequency of the event: daily, weekly, monthly, or yearly.
   2. Decide time to Repeat the event.
       Note:

      
      

      The end date you specify here is different from the end date you specified earlier for the event. The end date here is the date you want the recurrence to stop and not the end date for the event.

      
      

      • Leave at Forever if you want the event to repeat forever.
      • If not specify how many times you want the event to recur by selecting the Times radio button and typing the number times to repeat the event.
      • Or alternatively select the Until radio button and specify an end date.
   3. 
      Figure: Add Event- recurrence tab
   4. Choose to view Advanced Recurrence Rules to add exceptions or additions to the rules.
      Be sure that the recurrence rules are simple and not too complicated. If the recurrence rules are too complex it can cause problems for the event, consider in that case submitting a new event listing for each occurrence of the event.
      For example, if you want the event recurring every other month type in 2 under the interval label or any interval of your choice.
   5. You can specify how you would like the event to recur.
      For example, if you want the event to recur on the first Monday and Tuesday of the month and also on the last Monday and Tuesday.

      
      

      
      Figure: Add Event- Advanced Recurrence Settings for Monthly Frequency
   6. You can also create exceptions for your recurring events.
      For example, if there is a public holiday on a Monday you have designated your event to recur. Create an exception by selecting a date and time under the Recurrence and exception datesfield and select the add exception button.

      
      

       Note:

      
      

      The time you enter for the exception must be the same as the start time for the event. Deleting a recurrence instance of an event also creates an exception. See section on editing/ deleting events.

      
      

   7. To create an exception to the recurrences for the event,
      • Select a date under the Recurrence and Exception dates field
      • Click the Add recurrence button.

4. View details of an event

   
   

   You can choose any event to view all of its details like its organizer, location, description, date and time of occurrence, status of the event and calendar holding the event.

   
   

   
   

   • Hover the mouse over the event title to be viewed from the Calendar view page, and choose the View option.
     
     View icon on the Calendar View Page
   • Application displays all the information about the event which you can download on your machine.
     

   Edit an event

   
   

   You can edit any event to modify its details.

   To edit an event

   1. Hover the mouse over the event title to be updated from either Calendar view, or List View and choose the Edit option.
      
   2. On the Edit Event window,
      • If it is a recurring event, decide if you want to edit that particular instance or want to update all the events.
      • Update the fields need to be corrected.
      • Once you are finished editing the event, click the Save button.
        
      • You can modify the event to make it as a meeting and schedule it as per suitable time for all the attendees.

        

        Edit Event Window

        
        

        Create an instance of an event

        
        

        Instead of creating an event with same details you can simply make a copy of that event.

        To create an instance of an event:

        
        

        • On the Calendar View page, hover the mouse over the event title of which you need to create a copy of. And, choose the Copy option.
          
          Copy Event icon on the Calendar View Page
        • On the Edit Event window, you can change the fields if needed.
        • Once you are finished editing the event, click the Save button.
          

        Delete an event

        
        

        You can delete an event which you think is not required in future.

        To delete an event :

        
        

        • Hover the mouse over the event title to be deleted from either Calendar view or List View.
        • Click the Delete icon.

          

        • Choose the All option to delete all the recurrences of that event.
        • OR choose the Instance option to delete the current instance of the event.
          
          Delete Event message box
        • Click the Ok button to delete that event permanently from your calendar.
          

        Schedule a meeting

        
        

        You can schedule an event to meet your colleagues for discussion on certain topic. Meeting requests must have one or more attendees and one originator (usually the current user) who schedules an event.

        • Pre-scheduling an event or meeting, you should decide attendees for the event and verify their Free/Busy status.
        • As per suitable Date/Time and Place for all the attendees, you can Schedule a meeting and send meeting request or invitation
        • These meeting requests are sent in the Inbox folder of the default calendar of all the Attendees. Where, all the attendees process these meeting requests manually or automatically as per preferences.
        • Scheduling responses to external users go to the outbox. They may be immediately processed and at some point removed from the outbox.

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        Schedule a meeting and send invitation

        
        

        1. On calendar, click the add button and select Schedule Meeting from the list box.
           Or
           Click any date box in your calendar and select Schedule Meeting from the list box.
           Or
           Click any box in Free/Busy map. The Schedule Meeting/task page is displayed.
        2. Add New Attendees as the participants for the meeting.
           i. Type in an email id of the attendees in Add Attendees box.

           
           

           The auto complete address book feature suggest the matching email ids present in address book.

           ii. Specify the Role of the attendee from list box whether required participant, optional participant, chair or non-participant.

           iii. Select the Status from list box whether needs action, accepted, declined, tentative, delegated.

           iv. Click the Add button to add the user to the attendee list.

           The Free/busy schedule for all attendees displays available time for all attendees in the list. You can schedule the meeting as per their availability.
           If you are adding any external user (User from other domain) you need to confirm his/her Free/Busy status. As Free/Busy schedule for external users is not displayed.

           
           Schedule Meeting
        3. Once all the attendees are decided, click the Continue button to provide further details.
           
           Schedule Meeting
        4. Provide the meeting preferences like Basic, Details, Recurrence information.
        5. Select the Scheduling tab to confirm the list of attendees.

           Edit Attendees if required.
           Save the meeting schedule.
           Or
           Save & send invitations to all the participants.
           Or
           Cancel the scheduling to exit the procedure.

           
           Schedule Meeting More Details

        • All the attendees on same domain receive invites in the Inbox folder of the calendar application.
          
          Schedule Meeting Invitations
        • All the participants on external domain get email invite which they can process further.
          From Baya version 3.20, all the participants on external domain get email invite/update when you schedule/update a meeting using any mobile/desktop client

          
          

          
          Schedule Meeting Invitations for external domain users
        • Attendees process the invitations received in their Inbox folder of Calendar application to decide their status for the event. The updated status of attendees is sent to the Calendar Inbox of organizer and all the other attendees of the event.
          You or the organizer can resend the invitation to confirm the status of the event scheduled.
          Once all the attendees confirm their attendance the event gets confirmed to be held on the date time and place mentioned in the event.

        Process a meeting request

        
        

        • As per user scheduling/meetings preferences, meeting requests are processed automatically. If time is available for the incoming request it will be accepted, otherwise it will be declined. It is also possible to indicate that acceptances will be automatically processed; a meeting will have the attendee status updated automatically when the incoming response is an acceptance.
        • You can process these meeting requests received in your Inbox manually to decide whether you want to accept, decline or make it a tentative plan. Also, you can delegate it or send a request suggesting change in suitable Date/Time for you.

          Accepting the meeting request

        1. Go to the Inbox folder in the Calendar application.
        2. Select to open the unprocessed meeting request.
           
           Change Status of Meeting Request
        3. Click the Change My Status link to update your meeting request status.
        4. Decide the Action to be taken either

           
           

           
           

           • You can Reply As :
             – Accepted to accept the event and send in your confirmation to the organizer and all the other attendees of the event.
             – Declined to decline the event and send in your status to the organizer and all the other attendees of the event.
             – Tentative to keep and send in the status of the event as tentative to the organizer and all the other attendees of the event.

             
             

             
             Change Status of Meeting Request
           • You can Delegate it to another user.
             
             Change Status of Meeting Request
           • You can Counter to send in your reply with comment suggesting new Date/Time/Location.
             

        5. Set up alarm

           
           

           You can set up alarms for the calendar events and meetings using Baya.
           The alarms will be sent you in the form of email alerts, ensuring that you are alerted about the event even if you are not logged into your calendar client.
           The sections below describe how to set the alarms from different calendar views.
           The last section also describes the email format for the alert.

           Setting alarm from the calendar view

           • Go to the calendar and choose the Calendar view
           • Click the event/meeting scheduled and select the Set Alarm option.
             

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           Setting alarm from the list view

           • Choose the List view
           • Choose the event/meeting scheduled from the list and select the Set Alarm option.
             

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           Setting alarm time

           • On clicking on the Set Alarm menu option, a dialog box will pop-up, giving you different time options at which to receive the alarm.
             Select an appropriate time and click on Save.

             
             

             
           • Baya will send an email alert to you and the other calendar subscribers at the selected time.
             
           •