Filling in a New Calendar Appointment
Filling in a new Calendar Appointment with enough pertinent information to help keep your day organized is really important, so here is a breakdown of what each element of a new Calendar Appointment does.
Calendar Appointment Highlights
Title of Appointment
Try to include the expected outcome of the meeting in the title. This will help you stay on topic and know if you have achieved your objective. For example, you could say Q4 Results Presentation, or Define Project Deliverables with the Production Team.
Category
Choose the type of Meeting that you are having. These may include a Client, internal, or sales meeting, or a client presentation.
Start and End Time
Define the start and end time of a Meeting or Appointment by entering in the times manually or by actually moving the meeting or appointment on the Calendar window. The duration is automatically calculated from the start and end time. You can specify the duration by adjusting the duration accordingly.
Time Zone
This uses the computer’s system time zone. You can add other time zones which will be reflected in your Calendar. If a meeting takes place in a different time zone then you can select the time zone from the drop-down list.
Show As
If you use a scheduling system in conjunction with Daylite then this feature will be important. If you set a Meeting or Appointment the status will be set to Busy by default. If you set an All Day event the status will be set to Free by default. This actually makes sense as there is no set time period for an All Day meeting. You can manually change this status if needed.
Linked Items
Daylite enables you to connect related information together in a meaningful and productive way. For example you might link the meeting to a Project or a Company, or you could link a Note to the meeting and the Note would include the minutes or the agenda of the meeting.
Setting Reminders
Reminders, or notifications, are an important part of managing your time. After all, what’s the point of putting that important upcoming Meeting into your Calendar if you miss it because you were’t reminded about it. Or even worse, you remembered, but it wasn’t until five minutes before the Meeting, so you are left scrambling.
Remind Me
Daylite can remind you about your upcoming Meetings. A reminder can be manually set each time a Meeting is created, or you can choose to have Daylite do this automatically. As a default, a new Meeting will remind you with a sound 15 minutes before the meeting is due to start. You can set a number of things to occur when the reminder is triggered. For example, you might set a notification badge to appear on the screen, along with the red bell icon as an additional visual reminder.
It is possible to set more than one reminder per Event. You could have one reminder set to trigger on the day before an Event and another one that triggers 15 minutes before the Event is due to start. This will obviously depend on your personal preferences, however you should try not to have too many reminders set, as it is easy to start ignoring notifications. Reminders are very useful if used sparingly.
You can define the number and type of reminders that you would prefer to have as a default in Settings > Notifications.
Pro Tip:
If you want to apply a default reminder to all meetings or appointments that you create then be sure to check the “New Tasks and Appointments I create” in the Notifications section of Daylite Settings.
The Daylite Badge and Reminders
As an additional reminder, you can set your Daylite badge to alert you as well.
Go to Settings > Notifications > Dock badge count and set your badge to:
None: No notifications are registered in the Notifications badge count.
Unread Notifications: Only shows the number of unread Notifications.
All Notifications: All Notifications that trigger will show in the badge count.
Bounce Dock Icon
You can even set your badge icon in the dock to bounce either once or continuously until the Notification is acknowledged.
Default Appointment Reminders
You can select default Reminders for your Appointments including what to do with the Notification message and what sound you would like.
These sounds include:
None: This stops all reminder from triggering and appearing as badges or in Daylite's Notification Centre.
Message: Displays a message without sound on the screen when the Reminder triggers.
Message with Note: Displays a message without sound on the screen with an attached Note.
Message with Sound: Displays a message on the screen with an accompanying sound.
Email: This option will send a Notification to a specified email address.
Run Script: The will execute a specified script file which can trigger some other Event.
Open File: This will open a specified document such as a PDF or image file.
Speak Text: Whatever you type in the box, your computer will read out loud at the time the Notification is triggered.
Default Task Reminders
You can also set default Reminders for all your Tasks that may appear in your Calendar, including what to do with the Notification message and what sound you would like. There are four different options that control when a Task triggers.
None: A reminder is not set to be triggered.
On due date: This will only trigger if you set a due date for your Task. This particular setting can be quite useful. For example you could get all your Tasks for the day to trigger as a notification at 8:30 am each morning. This might give you time to grab a coffee and review your email inbox before diving into your Tasks for the day.
Days before: You can choose a time and a set number of days for a notification to trigger before the due date of a Task. This is an excellent way to remind yourself of something that is upcoming.
Days After: You can choose a time and a set a set number of days for a notification to trigger after the due date of a Task. This would be very useful for a follow up customer service survey, or the next step that needs to occur after a real estate closing.
Type of Activity
When creating an Appointment in your Calendar, you can add a description that will signify the type of activity it is. These descriptions can be edited as well from the Appointment’s Detail Pane, as shown in the example below.
Status
When you create a new Meeting in Daylite it is given a Confirmed status, however this status can be changed by the user to one of the other options in the list below.
This can be helpful if you want to keep the Meeting in the Calendar, but want to indicate that it was cancelled or postponed. In this case the Meeting title will have a strike line through it.
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