Group view
The Group view in the Diary allows you to view and manage multiple users' or resources' schedules in a single calendar view. Use group views to streamline planning, check availability, and create follow-ups directly for team members or resources.
View multiple diaries
Go to the View tab in the Diary screen.
Select a group from the list ().
- Predefined groups are based on your organization's setup and include user groups or resources, such as departments or conference rooms.
The selected group's diaries will be displayed in the View tab, where you can check schedules or plan follow-ups.
Create a new group view
Go to the View tab in the Diary screen.
Click and select New group view.
Alternatively, select Copy to base the new view on an existing one.
In the New group view dialog, enter a Name and an optional Description for your group view.
Choose who and which resources to include in the group view. You have several options:
Associates: Select a user from your organization, then click to add them to the view. You can filter the list by user group to find people more easily.
Project: Choose a project, select a project member, then click to add them to the view.
Resource: Select a resource, such as a meeting room or equipment, then click to add it to the view.
Tip
Click Select all to select everyone in the list and add them to the view in one action.
Rearrange the group order if needed: Select a person or resource, then use and to adjust their position. This order determines how they are displayed in the View tab.
Click Save to finalize the group view or Cancel to discard changes.
Tip
Use the Task menu to manage existing views. You can Copy pre-defined groups and Edit or Delete groups that you created.
Which diaries can I include?
When creating a group view, you can include any combination of associates, resources, or project members:
- Associates: Add team members or colleagues to monitor their schedules.
- Project members: Add members of a specific project to focus on team availability.
- Resources: Include shared resources like meeting rooms or equipment. The resource list is defined in Settings and maintenance.
Options in the Task menu
The Task menu provides the following options for managing group views:
| Option | Description |
|---|---|
| Edit | Modify a group view you created. Predefined group views cannot be edited. |
| New group view | Create a new custom group view. |
| Copy | Duplicate an existing group view. |
| Delete group view | Remove a group view that you created. |
| Invite participants | Add attendees to a follow-up directly from the group view. |
| Help | Access the user guide (this page). |
Edit group view
You can edit group views that you have created. Predefined group views cannot be changed. Follow these steps to update a group view:
Click and select Edit.
In the Edit group view dialog:
To add persons or resources: Select them from the list and click .
To remove users or resources: Select them from the right pane and click .
To rearrange the order: Select an item and use and .
Click Save to apply your changes, or click Cancel to discard them.
Why is the Edit option unavailable?
You can only edit group views that you have created. Predefined group views, such as those created by administrators or defined in Settings and maintenance, cannot be modified. To make changes:
Click the Task button () and select Copy.
Save the new group view under a different name.
Edit the copied group view as needed.
Delete group view
You can delete group views that you have created. Predefined group views cannot be removed.
Click the Task button () in the View tab.
Select Delete group view from the menu.
Confirm the deletion in the dialog by choosing Yes.