Organizers of an appointment scheduling can inform themselves about the current status of the voting by opening the appointment scheduling (either by clicking on the appointment scheduling entry in the folder listing or by selecting Open in the action menu of the appointment scheduling). Organizers may also have themselves reminded about the approaching end of the voting period via e-mail. Such a reminder e-mail also contains a link leading to the appointment scheduling.
The ‘Final date’ line of the appointment scheduling form shows the accumulated status of the dates suggested for the appointment:
o Green: All participants have voted with ‘yes’.
o Orange: No participant has voted with ‘no’, at least one participant has voted with ‘maybe’.
o Red: At least one participant has voted with ‘no’.
As an organizer, you are offered two extra buttons in this line. These buttons allow fixing a final date for the appointment or closing the voting without fixing a date, e.g. because it is obvious that no date can be found which is agreeable for all participants.
• Select the final date by pressing the respective radio button and click on [Fix] to fix a date as final thereby also closing the appointment scheduling to voting.
• In the ‘Close Appointment Scheduling’ form you may add a note to the otherwise automated e-mail announcing the final date to the participants. You can also transfer the final date to your personal calendar or the group calendar of the workspace that contains the appointment scheduling (if such a group calendar exists).
• Click on [Close without date] to close the appointment scheduling for voting without fixing a date for the appointment. In the ‘Close Appointment Scheduling’ form you may again add a note to the otherwise automated e-mail announcing the closing of the appointment scheduling to the participants.
All participants will be notified via e-mail about the final date of the appointment or the closing of the appointment scheduling. If a final date has been fixed, this e-mail contains a link that allows the participants to import the final date in iCal format into their BSCW or other calendars.
Note that not only the organizer, i.e. creator of an appointment scheduling, but also the manager of a workspace that contains the appointment scheduling can fix a final date for the appointment.