Getting started with Calendars

In this tutorial, you will learn the basics of working with Calendars so you can manage and organize your events.

Table of contents

• Accessing the Calendars
• Calendar classification in Maatdesk
  • Custom calendars
  • Google calendars
  • System calendars
  • Shared calendars
• Integrating Google calendars
  • If you are not logged in
  • If you are logged in
• Removing Google calendars
• Creating a custom Calendar
  • Sharing with users
  • Sharing with groups
• Editing a custom Calendar
• Deleting a custom Calendar
• Calendar sharing permissions
• Calendar options
  • Display this only
  • Export calendar
  • Edit and share calendar
  • Delete this calendar
  • Change calendar color
• Related guides

Accessing the Calendars

To view and interact with calendars in Maatdesk:

• Click the Schedules () link on the left side panel to enter the Schedules module.
• Click the Expand () button at the bottom of the window toolbar to display the Calendars panel.

• You will see all your available calendars sorted by categories.

Calendar classification in Maatdesk

For a better understanding of calendars in Maatdesk, they will be divided into four (4) categories:

Custom calendars

Each Maatdesk user can create as many calendars as they see fit, these will be grouped in the My Calendars section and can be edited, deleted, or shared with users or groups to take action on them and their events.

Google calendars

These will be the third-party calendars that the user integrates. Maatdesk allows you to integrate a Google account with all its available calendars.

System calendars

These are the calendars that Maatdesk automatically creates when a tenant is created or a user is invited and they will also be divided into two categories:

For Maatdesk purposes:

• Statute of Limitations calendar: This calendar contains all events associated with the limitation date for all matters that include it.
• Task calendar: Every time a task is created, a new event will be created with all its information in this calendar.
• Payment Plan calendar: When a payment plan is created or edited, all of its installments will be added as events to this calendar, so users can know when payments are due and which ones have already been completed.

For user purposes:

• User calendar: This will be the user’s personal calendar and should contain their important dates, events, and appointments, so it will be displayed in the My calendars section.
• Firm calendar: This calendar should contain all important dates, events, and appointments related to the Firm.

  Since the calendar is for firm-wide use, it will be displayed as part of the user’s Shared calendars. Also, because it is shared by default with the Firm group with Editor permission, users can manage events on this calendar unless permissions change.

Shared calendars

These will be the calendars that other users have shared with you, the actions to be carried out on them and their events will depend on the permissions that the users have granted you.

Integrating Google calendars

To integrate a Google calendar:

• Go to the My calendars section.
• Click the Add calendar () button.

• Click the Integrate Google calendars button.

• Click the Log in with Google button.

• Follow the authentication steps of the calendar provider.
• Once you have successfully logged into Google, all your events will be displayed on the calendar along with those from Maatdesk.

The steps to follow on Google are explained below:

If you are not logged into your Google account:

1. Enter your email (you do not need to type @gmail.com) and click Next.
2. Enter your password and click Next.
3. Continue with the final steps.

If you have 2-Step Verification enabled in your Google account when you log in:

1. Tap Yes on the notification that will appear on your device.
2. Continue with the final steps.

If the notification somehow does not appear, you can click Resend it, but it is recommended:

1. Click Try another way.
2. Select the third option.
3. Enter the code received from Google and click Next.
4. Continue with the final steps.

If you are logged into your Google account:

1. Click on your account.
2. Continue with the final steps.

The final steps to integrate your Google calendar account are as follows:

1. Click Advanced.
2. Click Go to maatdesk.com (unsafe).
3. Click the Continue button.
4. Wait for Maatdesk to finish integrating your calendar account.

Removing Google calendars

To remove Google calendars from Maatdesk:

• Go to the Google calendars section.
• Click the Remove Google () button.

• Click the Remove Google calendar button.

• In the modal that is displayed, click Yes to confirm.

This action only removes Google calendars from Maatdesk, existing calendars and events in the account will remain the same as before doing this.

Creating a custom Calendar

To create a custom calendar:

• Go to the My calendars section.
• Click the Add calendar () button.

• Click the Create new calendar button.

In the Add Calendar panel, fill in the fields as follows:

• Name: Enter the name of the calendar.
• Share With Users/Groups: Select the users and/or groups to share the calendar with and their permissions.

To share the calendar with a user:

• Click the Add user button.

• Select the user.
• Assign the permission you want the user to have on your calendar.
• Click the Share button.

• Repeat the process for each user you want to share your calendar with.

To share the calendar with a group, do the same as when sharing with users, after clicking the Add Group button.

When you are done adding the users/groups and their permissions:

• If you select the Booking permission for any user/group, you can select whether double booking will be allowed.

• By clicking the permission of a user/group, you can change it to another.
• Click the Delete () button to the right of the user/group to stop sharing the calendar.

• Every time a calendar is shared or unshared, the corresponding user/group members will receive an email and/or a notification from Maatdesk.

Once finished, click the Save button; the calendar will be displayed in the My calendars section with a random color.

Editing a custom Calendar

To edit a custom calendar:

• Go to the My calendars section.
• Click the Options button on the calendar.

• Click the Edit and share calendar option.

• Make the changes you need, for this, you can read the section Creating a custom Calendar.
• Click the Save button.

Deleting a custom Calendar

To delete a custom calendar:

• Go to the My calendars section.
• Click the Options button on the calendar.

• Click the Delete this calendar option.

• In the displayed modal, click the Delete calendar button to confirm.

Only custom calendars include this option and can be deleted from Maatdesk. Google calendars only go out of sync when removed.

Calendar sharing permissions

Permission is the level of access a user/group can have to a calendar and its events. All permissions can be changed or removed at any time, changes will take effect after saving the calendar.

The permissions for a user/group are as follows:

• Viewer: Shared users/groups can only view your calendar entries.
• Editor: Shared users/groups can view, edit, and delete your calendar entries.
• Free/Busy: Shared users/groups will only have the information that you are busy at a specific time.
• Booking: The following rules will apply to users/groups with this permission:
  • Shared users/groups can only create, edit or delete calendar events created by them, as long as they have permissions.
  • Maatdesk will take into account your time zone and all calendars shared with users/group members when someone tries to create or edit an event.
  • If the double-booking option is checked, users/group members will be able to create or edit events at any time. Otherwise, they can only do it in the time you have free.

Calendar options

To access options, click the Options button on any calendar.

The available options will depend on the type of calendar and will be the following:

• Display this only: This option allows you to hide all other calendars and events.

  All calendars have this option.

• Export calendar: This option exports a file that can then be opened in another calendar application.

  The following calendars do not have this option:

  • Google calendars.
  • System calendars (except User and Firm calendars).
• Edit and share calendar: This option allows you to edit and share your calendars with users and groups, and modify or remove the permissions granted.

  Only custom, User, and Firm calendars allow editing, and only custom calendars allow renaming.

• Delete this calendar: This option allows you to delete a calendar and all its events.

  Only custom calendars have this option.

• Change calendar color: This option allows you to better identify calendars and their events, just click on the color you want to change to.

  All calendars have this option.

Related guides

Below are the guides or tutorials belonging to the Schedules module:

• Understanding Schedules module.
• Getting started with Events.

In Maatdesk, we make laws easy for you. Enjoy!