Working with Rosters

The information in this section provides detailed instructions for working with Rosters.

Roster Details

From the left-navigation panel in the main Address Book display, click on the Roster for which you want to view the details.

The main panel of the Address Book displays the full details of the Roster including:

  • Name: The name of the Roster

  • Description: The unique description given to the Roster

  • Time Zone: The time zone in which the Roster operates

  • Events (which in turn display):

    • Name: The name of the event

    • Label: The label given to identify the event

    • Duration: The time period over which the event runs

    • Start Date/Tme: The Date and Time which the event starts

    • End Date/TIme: The Date and Time at which the event finishes

    • Members: The names of the members in the vent and their contact methods

  • Exceptions: The details of any exceptions that may have been made to a recurring ecvent

Navigation

Use the options in the Navigation section to select a date to view.

Today

Select Today to go to today's date (if you are currently viewing a date other than today). This date is shown as the highlighted day in the current Roster view.

Go To Date

Select Go To Date to open a dialog allowing you to select both the date to which to go to and the view in which you want it displayed.

Next 7 Days

Select Next 7 Days to display the next 7 days, starting with the selected date in the Calendar, in the main panel of the Rosters display.

Roster Views

Roster views allow you to drill down into specific time periods and view, add, edit and delete rosters .

Roster views are available when Adding and Editing events.

Roster views can be selected from the menu ribbon by clicking on the required selection.

Roster views when selecting a blank time slot

When Selecting a blank time slot in a Roster view, the following options are available. The options are dependent on the view selected.

Day

Select Day to display the event contents of a specific day. The day displayed is controlled by the date highlighted in the Calendar selection. You can change the date by clicking on a new date in the Calendar. In addition to viewing the events that exist for this day, further options are also available:

Right-click on an empty time slot in the main Day panel to display a pop-up menu with the following options:

  • New Event: Select New Event to create a new event at the time point on the day at which the right-click was initiated. See Adding a New Event.

  • New All Day Event: Select New All Day Event to create a new event that lasts all day for the day on which the right-click was initiated. See All Day Event.

  • New Recurring Event: Select New Recurring Event to create a new recurring event at the time point on the day at which the right-click was initiated. See Adding a New Recurring Event.

  • Today: Select Today to go to today's date (if you are currently viewing a date other than today)

  • Go To Date: Select Go To Date to open a dialog allowing you to select both the date to which to go to and the view in which you want it displayed.

Work Week

Select Work Week to display the event contents of a specific working week. The week displayed is controlled by the date highlighted in the Calendar selection and starts on the Monday of the week chosen. You can change the date by clicking on a new date in the Calendar. Note that the view changes back to Day. In addition to viewing the events that exist for the work week, further options are also available:

Right-click on an empty time slot in the main Work Week panel to display a pop-up menu with the following options:

  • New Event: Select New Event to create a new event at the time point on the day in the week at which the right-click was initiated. See Adding a New Event.

  • New All Day Event: Select New All Day Event to create a new event that lasts all day for the day in the week on which the right-click was initiated. See All Day Event.

  • New Recurring Event: Select New Recurring Event to create a new recurring event at the time point on the day in the week at which the right-click was initiated. See Adding a New Recurring Event.

  • Today: Select Today to go to today's date (if you are currently viewing a date other than today). This date is shown as the first day in the Work Week display.

  • Go To Date: Select Go To Date to open a dialog allowing you to select both the date to which to go to and the view in which you want it displayed.

Week

Select  Week to display the event contents of a specific full week (including weekends). The week displayed is controlled by the date highlighted in the Calendar selection and starts on the Monday of the week chosen. You can change the date by clicking on a new date in the Calendar. Note that the view changes back to Day. In addition to viewing the events that exist for the week, further options are also available:

Right-click on an empty time slot in the main Week panel to display a pop-up menu with the following options:

  • New Event: Select New Event to create a new event at the time point on the day in the week at which the right-click was initiated. See Adding a New Event.

  • New All Day Event: Select New All Day Event to create a new event that lasts all day for the day in the week on which the right-click was initiated. See All Day Event.

  • New Recurring Event: Select New Recurring Event to create a new recurring event at the time point on the day in the week at which the right-click was initiated. See Adding a New Recurring Event.

  • Go To This Day: Select Go To This Day to open the selected date in Day view.

  • Today: Select Today to go to today's date (if you are currently viewing a date other than today). This date is shown as the first day in the Week display.

  • Go To Date: Select Go To Date to open a dialog allowing you to select both the date to which to go to and the view in which you want it displayed.

Month

Select Month to display the event contents of a specific full month. The month displayed is controlled by the date highlighted in the Calendar selection. You can change the date by clicking on a new date in the Calendar. Note that the view changes back to Day. In addition to viewing the events that exist for the month, further options are also available:

Right-click on an empty time slot in the main Month panel to display a pop-up menu with the following options:

  • New Event: Select New Event to create a new event on the day in the week at which the right-click was initiated. See Adding a New Event.

  • New All Day Event: Select New All Day Event to create a new event that lasts all day for the day in the week on which the right-click was initiated. See All Day Event.

  • New Recurring Event: Select New Recurring Event to create a new recurring event on the day in the week at which the right-click was initiated. See Adding a New Recurring Event.

  • Go To This Day: Select Go To This Day to open the selected date in Day view.

  • Today: Select Today to go to today's date (if you are currently viewing a date other than today). This date is shown as the first day in the Week display.

  • Go To Date: Select Go To Date to open a dialog allowing you to select both the date to which to go to and the view in which you want it displayed.

Year

Select Year to display the event contents of a specific year. The year displayed is controlled by the date highlighted in the Calendar selection. You can change the date by clicking on a new date in the Calendar. Note that the view changes back to Day.

You can also select the Scale by which you want the Year to be displayed:

  • Full Year: The full year is displayed in the main panel

  • Half Year: The half year containing the selected date is displayed in the main panel

  • Quarter: The quarter year containing the selected date is displayed in the main panel

In addition to viewing the events that exist for the year, further options are also available:

Right-click on an empty time slot in the main Year panel to display a pop-up menu with the following options:

  • New Event: Select New Event to create a new event on the day in the year at which the right-click was initiated. See Adding a New Event.

  • New All Day Event: Select New All Day Event to create a new event that lasts all day for the day in the year on which the right-click was initiated. See All Day Event.

  • New Recurring Event: Select New Recurring Event to create a new recurring event on the day in the week at which the right-click was initiated. See Adding a New Recurring Event.

  • Go To This Day: Select Go To This Day to open the selected date in Day view.

  • Today: Select Today to go to today's date (if you are currently viewing a date other than today). This date is shown as the highlighted day in the Year display.

  • Go To Date: Select Go To Date to open a dialog allowing you to select both the date to which to go to and the view in which you want it displayed.

Timeline

Select Timeline to display the current schedule of events from the selected date highlighted in the calendar. You can change the date by clicking on a new date in the Calendar. In addition to viewing the events, further options are also available:

Right-click on an empty date slot in the main Timeline panel to display a pop-up menu with the following options:

  • New Event: Select New Event to create a new event on the day in the agenda at which the right-click was initiated. See Adding a New Event.

  • New All Day Event: Select New All Day Event to create a new event that lasts all day for the day in the year on which the right-click was initiated. See All Day Event.

  • New Recurring Event: Select New Recurring Event to create a new recurring event on the day in the week at which the right-click was initiated. See Adding a New Recurring Event.

  • Go To This Day: Select Go To This Day to open the selected date in Day view.

  • Today: Select Today to go to today's date (if you are currently viewing a date other than today). This date is shown as the highlighted day in the Year display.

  • Go To Date: Select Go To Date to open a dialog allowing you to select both the date to which to go to and the view in which you want it displayed.

Roster views when selecting an existing event

The above options are available when right-clicking on an empty slot in the chosen calendar view. Right-clicking on an existing event in the view provides access to the following menu options:

Open

Select Open to display the event ready for Editing.

Label

Select Label to open a sub-menu from where a new label for the event can be chosen. See Label.

Delete

Select Delete to remove the event from the Roster.

WARNING: There is no prompt if you select the Delete action. The event removal takes place immediately.

Calendar

Calendar views are available on the right-hand side of both the Add and Edit Roster dialog.

Use the Calendars display to select the day on which the Roster views are based and on which events are created.

Today's date is highlighted by default whenever the Add Roster option is selected. When Editing an event, the date on which the event is scheduled is displayed in the Calendar view.

Click on a new date in the Calendar to open the main panel at the chosen date. Note that this works for all views except Year.

You can move through the Calendar (either backwards or forwards in time) by using the directional arrows at the top of the Calendar panel.

Work with Roster Options

Editing a Roster

It is possible to edit an existing Roster in one of two ways:

  • From the left-hand panel of the Address Book, select the Roster you want to edit from the list of Contacts, Call Schedules, Broadcast Groups and Rosters. From the menu ribbon click the Edit icon.

  • From the left-hand panel of the Address Book, select the Roster you want to edit from the list of Contacts, Call Schedules, Broadcast Groups and Rosters. Right click and select Edit from the pop-up menu.

Renaming a Roster

It is possible to rename an existing Roster in one of two ways:

  • From the left-hand panel of the Address Book, select the Roster you want to rename from the list of Contacts, Call Schedules, Broadcast Groups and Rosters. From the menu ribbon click the Rename icon.

  • From the left-hand panel of the Address Book, select the Roster you want to rename from the list of Contacts, Call Schedules, Broadcast Groups and Rosters. Right click and select Rename from the pop-up menu.

Copying a Roster

It is possible to copy an existing Roster in one of two ways:

  • From the left-hand panel of the Address Book, select the Roster you want to copy from the list of Contacts, Call Schedules, Broadcast Groups and Rosters. From the menu ribbon click the Copy icon.

  • From the left-hand panel of the Address Book, select the Roster you want to copy from the list of Contacts, Call Schedules, Broadcast Groups and Rosters. Right click and select Copy from the pop-up menu.

You can now use Paste to create a copy of the Roster which can then be renamed.

  • From the menu ribbon click the Paste icon.

  • Right click in the left-hand panel of the Address Book and select Paste from the pop-up menu.

Deleting a Roster

It is possible to delete an existing Roster in one of two ways:

  • From the left-hand panel of the Address Book, select the Roster you want to delete from the list of Contacts, Call Schedules, Broadcast Groups and Rosters. From the menu ribbon click the Delete icon.

  • From the left-hand panel of the Address Book, select the Roster you want to delete from the list of Contacts, Call Schedules, Broadcast Groups and Rosters. Right click and select Delete from the pop-up menu.

When prompted, click Yes to confirm the deletion or No to cancel.

Working with Roster Events

Editing an Event

To edit an event:

  1. From the left-hand panel of the Address Book, select the Roster you want to edit from the list of Contacts, Call Schedules, Broadcast Groups and Rosters. From the menu ribbon click the Edit icon.

  2. Go to the date on which the event that you want to edit exists.

  3. Right-click on the event and select Open from the pop-up menu. The Event dialog opens ready for editing.

  4. Once Editing is complete, click OK to confirm.

Renaming an Event

To rename an event:

  1. Follow steps 1 to 3 in Editing an Event.

  2. Change the entry in the Subject field.

  3. Click OK to confirm

Deleting an Event

To delete an event:

  1. Follow steps 1 to 2 in Editing an Event.

  2. Right-click on the event and select Delete from the pop-up menu.

WARNING: There is no prompt if you select the Delete action. The event removal takes place immediately.

Alternatively:

  1. From the left-hand panel of the Address Book, select the Roster you want to edit from the list of Contacts, Call Schedules, Broadcast Groups and Rosters. From the menu ribbon click the Edit icon.

  2. Go to the date on which the event that you want to edit exists.

  3. Right-click on the event and select Open from the pop-up menu. The Event dialog opens ready for editing.

  4. From the Event dialog, click Delete.

Creating a Recurring Event from an existing Event

  1. Follow steps 1 to 3 in Editing an Event.

  2. On the Event dialog, click Recurrence to open the Event Recurrence dialog.

  3. Follow the instructions in Adding a New Recurring Event.