1. Setting up a meeting to include a room booking from iCal
In your main iCal window make sure that you have your Nexus account selected in
the left hand pane. Next bring up the new appointment window either by double
clicking on the required date in the calendar view or via the menu system by
clicking [File] then [New event]. Now fill in the required
information for the appointment such as the title for the appointment and the
date, time, and duration along with any other relevant information such as
location and any notes.
Once you have filled in all the details that you would normally fill in to add an
event to your calendar you can invite the room to the meeting by clicking the
Add invitees link. This will open a text field in place of
the link with the cursor placed within this "invitees" field for you to start
typing the name of the room you wish to invite. As you type text into the
"invitees" field a list of possible matches will appear and you can select the
correct room from the list.
Once the correct room has been selected that room is shown as an added invitee to this appointment along with a link to "Available Meeting Times..".
Once you have added the room to the invitee list you can go on and invite your colleagues in exactly the same way.
To check that your room and all your other invitees are available for this appointment click the "Available Meeting Times.." link which will bring up a pop up "Availability" window that shows the availability for all parties of the meeting, i.e. the organizer, the room and all invitees.
If the availability window shows that some parties are unavailable you can use
the navigation arrows to step through the calendar to find a more suitable time
or you can click the Next Available Time button to allow the
application to find this for you. Once you have settled on a meeting date that
you are happy has the required availability you can click the
Done to close the availability window and return to the new
appointment window. If you have changed the meeting date from the original date
that you selected this new date will now be reflected in the new appointment
window.
Finally, click the Send button to send the meeting invitations.
The meeting request will now be sent to your colleagues and the appointment will
be added automatically to your calendar. You will receive an automatically
generated response on behalf of the room to indicate acceptance or rejection of
the meeting request. If you have already checked the availability of the room
then you would expect to receive an acceptance, you would only receive a
rejection if another user has booked this resource in the meantime.
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