Calendar automations

Calendar runs one scheduled job and sends five kinds of e-mail; it has no automation rule. The e-mails go only to attendees who have an e-mail address. On a test or demo copy of the database, no e-mail leaves.

Reminders

Reminders by e-mail

• When: at the time an Email reminder of a meeting falls due, for example three hours before. Saving a meeting with such a reminder books a run of the scheduled action Calendar: Event Reminder at that time; the action also runs once a day.
• What it does: sends the e-mail Calendar: Reminder to every attendee who has not declined, the organizer included, as long as the meeting has not ended.
• How to stop it: remove the reminder from the meeting. An administrator can also deactivate the scheduled action in the scheduled actions of the technical menu, which stops every e-mail reminder.

Reminders by pop-up

• When: at the time a Notification reminder falls due, while the attendee has Jaah open in the browser.
• What it does: shows the subject and the time of the meeting in a pop-up, with OK, Details to open the meeting, and Snooze. Only internal users who attend the meeting see it; a meeting that starts within the reminder's delay shows it at once.
• How to stop it: remove the reminder from the meeting, or click OK.

The reminders on offer are listed in Calendar/Configuration/Reminders, in developer mode.

E-mails of a meeting

Invitation

• When: a meeting that has not started yet is saved with attendees, or an attendee is added to it later.
• What it does: sends Calendar: Meeting Invitation to each new attendee except the person who saves, with the meeting's details, the video link when there is one, an invitation.ics file and a View button where the guest accepts or declines.
• How to stop it: there is no switch; a contact without an e-mail address receives nothing.

New date

• When: the start of a meeting that has not happened yet changes, by dragging it or on its form.
• What it does: sends Calendar: Date Updated with the new time to the attendees already invited, except the person who moves it.
• How to stop it: there is no switch; moving a past meeting sends nothing.

Message to the attendees

• When: only by hand, with EMAIL on the form, Send email in its Actions menu, or Send Mail on meetings ticked in the list.
• What it does: opens an e-mail prepared from Calendar: Event Update, addressed to the attendees, that you edit and send.
• How to stop it: close the window without sending.

Cancellation

• When: Send and delete in the Delete Event window.
• What it does: sends Calendar: Event Deleted to the recipients of the window, then deletes the meeting.
• How to stop it: choose Delete instead, which deletes without a message.

Meetings made elsewhere

Meetings created from an activity of type Meeting or from a hearing follow the same rules. Activities and Schedule and record a hearing explain what creates them.