Managing personal event categories

Personal events are exceptions to regular working schedule for a specific technician, such as vacations, meetings, medical leave and other personal non-standard working or non-working time. You and other technicians use these personal events in personal work calendars to create personal working schedule in the Desktop App.

The Workflow and Business Logic > Organization Management > Persons > Classification > Personal Event Categories section allows you to customize the content of the New > [Personal Event Category] menu from which technicians make selection when scheduling personal events for themselves (in My Calendar) or for other technicians (in the Task Management Calendar or in Personal work calendars).

IMPORTANT: In order to manage their own personal events in the Desktop App, technicians must have the Modify Own Work Time permission on Person objects. The ability to manage personal events for other technicians requires the Modify Work Time for All permission. For details, see Understanding security roles.

Each category of personal events has a specific color of time bars, which indicate these events on the calendar. You can assign a specific color for each category and specify whether this category is for time off or for working time. During "working" personal events, technicians can be available for communication (for example, working during their extra working hours or working from home), or busy (for example, during meetings or trainings).

TIP: "Busy" or "Available" status does not affect personal working time of technicians. Use these statuses on calendars (for example, in the Task Management Calendar) to visualize the availability of every technician at a particular moment.

To add a personal event category:

  1. Click New. The New Category window appears.

  2. Type in a category name. This value will appear in the New > [Personal Event Category] menu.

  3. Select a color for the event bar from the Color drop-down list. Alternatively, you can click the ellipsis button and select one of standard colors or define a custom one using the Color window.

  4. If events of these category typically last for one or several days, such as days off or vacations, select the All day check box.

NOTE: However, technicians will be able to adjust this setting and mark an all-day event as a regular event, i.e. specify its start and end time.

  1. By default, personal events define non-working time.

    If you want to change non-working time to working, select the Is work time check box, and then specify the technicians' status during that working time:

    • To specify that technicians are available for communication, click Available.

    • To specify that technicians are available but engaged in another activity, click Busy.

  1. Click OK.

If needed, you can modify personal event categories and change their display order. You can also disable or enable categories and delete categories that are no longer needed.

Category [Category Name] window

In the Category [Category Name] window, you can view or modify the personal event category settings.

  • Category - the name of the category, as it appears in the New > [Personal Event Category] menu.

  • Color - the color for the event bars of this category on the calendar. You can select the desired color from the drop-down list. Alternatively, you can click the ellipsis button and select one of standard colors or define a custom one using the Color window.

  • Enabled - specifies that this category is available for selection in the New > [Personal Event Category] menu. For details, see Disabling or enabling list items.

  • All day - specifies that events of this category typically last for one or several days. However, technicians are able to adjust this setting and mark an "all day" event as a regular event, i.e. specify its start and end time.

  • Is work time - specifies that events of this category occurs during working time, such as extra work time or meeting.
    • Available - specifies that technicians are available for communication during the event.
    • Busy - specifies that the technician is available but engaged in another activity during the event.