First, you must be set up as a designate

You may have been asked to manage the calendar for a resource such as a conference room or departmental projector, to do this, the owner of that account will need to set you as a designate for that resource.

Manage the Resource's Account

1. Sign in to Oracle Calendar as yourself, that is, using your own account.

2. When you want to work on the resource's agenda:
   • Click File, and from the menu, select Open Agenda, then Open As Designate....

3. To check if they are new requests for the resource, open the In-Tray by clicking the In-tray icon .

4. The In-Tray will include a set of folders for the resource.

5. All resources are defined as “first-come, first-served.”
   • This means the first person to invite the resource to a meeting holds that block of time.
   • The next person inviting the resource to a meeting at the same time will see the following message when the Create button is clicked: "A conflict exists for one or more resources. Please check conflicts.”
   • The second person will not be able to create a meeting that includes this resource.

Designates for a resource are the persons who can reply to scheduling requests for the resource.

 

Setting Access Rights for a Resource Account

The owner of a resource must initially log in as the resource to change the password and set up the access rights by following the instructions below:

1. From the Tools menu, select Access Rights.

   

2. Under the Designate tab, you can designate who else can make changes to the resource's calendar. Other tabs in this window allow you to set exactly who can see events on the resource's calendar; for more information on these settings, visit Who Sees Your Calendar?.

   

3. Oracle Calendar's initial settings do not allow anyone else to make changes to the calendar.
4. To set up a designate for the resource's calendar, first enter that person's name and then click the checkmark icon . Or, if you have created an Oracle Calendar group that contains several people who should be able to modify the calendar:
   • Click the magnifying glass icon
   • Click the Groups tab
   • Select the group you want to add and click Add all
   • Click OK.

5. When the individual's name appears below Default: Any unlisted person, highlight that person's name (see illustration below).

   

6. The newly added designate is initially assigned the default (no ability to make changes to the resource's calendar).
7. To make all the check boxes and radio buttons selectable:
   • Windows: Click the Full designate rights check box to select it, then click again to unselect it.
   • Macintosh: Click to uncheck the Defaults box, then click the Full designate rights check box to select it, then click again to unselect it

8. Now select which aspects of the resource's calendar this individual can change.
   • Modify. The person can add entries of this type to the calendar and change existing entries.
   • View/Reply. The person can view the resource's calendar entry and reply to proposed meetings on behalf of the resource: accepting them, rejecting them, or choosing to decide later.
   • View times only. The person can see when the resource has been reserved, but cannot see what the event concerns, where it will be held, or with whom.
   • None. The person cannot see anything at all about the calendar entry. It appears as a blank (i.e. as free time) to the person.

9. Click the Viewing tab.
• Under this tab you can set who may view the resource’s agenda, and whether or not the viewer may see the detailed information about each meeting (title, location, list of attendees, attached details, etc.), just “busy times” (no additional information) or leave both boxes unchecked for the equivalent of no viewing rights (the resource’s agenda will appear to be blank).
• An Oracle Calendar user may be able to view a resource’s agenda and still not be able to invite it (which is controlled by Scheduling - see below)

10. If Default: Any unlisted person is set to No viewing rights, anyone opening the resource will see a blank calendar.

11. List the individuals that you want to be able to see the agenda - either details or busy times.

12. Be sure to set up the designates so they also have Full viewing rights.

13. Click the Tasks tab or icon.
• Under this tab you can set who may view the resource’s tasks.
• Unless you are associating tasks with a resource, you can set Default: Any unlisted person to No viewing rights.
• Set the designates as desired.

14. Click the Scheduling tab or icon.
• Under this tab you can set who may invite the resource to a meeting.

15. To keep the general public from scheduling this resource, select Default: Any unlisted person and clear the checkbox Can invite me to events.

16. List those individuals that can schedule this resource and check the box Can invite me to events for each of them.

17. Be sure that the designates listed have the box checked so they may invite a resource to a meeting they schedule as themselves.
    • This also allows a designate to schedule a meeting for the resource when viewing it as part of a group agenda.

18. Click OK to close the window. The new designate rights will now take effect.

 

Mail Notification for Resources

If a resource is invited to an agenda entry, and the creator of the entry sends out a notification, the message sent to the resource will be received by all of its designates by default. This can serve as a reminder to open the resource's In-Tray and accept or decline the invitation if the resource requires scheduling approval rather than being scheduled on a "first come, first served" basis.

Viewing Versus Scheduling

There is a major distinction between viewing and scheduling rights. You may want to give full viewing rights to your entire department (by adding them to the list in the View tab), but only limited viewing rights to everyone with a Oracle Calendar account (Default: Any unlisted person). However, you may want to limit the people who can schedule the resource to the designates and a smaller subset of the department.

To get the most out of Oracle Calendar find out how to:

• Use groups
• Keep track of your to-do list
• Display the academic calendar in your Oracle Calendar
• Use Oracle Calendar away from your desk (PocketPC, Palm, cellphones and SmartPhones)
• Control Who Sees Your Calendar
• Allow Someone Else to Make Changes to Your Calendar
• Make Changes to Someone Else's Calendar
• Manage a Resource (conference rooms, projectors, etc.) Calendar
• Customize your Oracle Calendar display