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Agenda

Agenda

The diary is an essential tool for good management of individual and team time.

That of Collabox presents several essential functions for a well-organized business life.

We present in this section, all the particular functions as well as the methods to configure it in addition to using it to its full value.

The Collabox calendar: multiple uses

By Agenda, Calendar

The Collabox calendar is not a simple tool to compile your appointments. See its multiple uses that meet all your needs for monitoring your business.

Individual and team calendar

The Collabox calendar is first and foremost a tool for managing meetings, appointments and tasks. Add your appointments and see the available time slots of your colleagues or employees. Use the different display functions described in the article “Displaying the contents of the agenda” for a complete or uncluttered visual.

In addition, filter your data for an even more precise customization of your calendar. Follow the guide of “Displaying the agenda for a demonstration. Thus, you can choose to display your tasks only or to add appointments. Also, you can select your individual schedule or add your entire team’s schedule!

Finally, change the look of your calendar with the color families. They allow you to visually know the types of appointments (e.g. team, client, etc.) you have. The procedure for setting up your families can be found in the blog post “Families (categories)”.

Image of a computer screen showing the Collabox family personalization page. The colors of the families are displayed, as well as their labels.

Reservation Calendar

Do you need a meeting room or a vehicle for your deliveries? Use the calendar to reserve your resources. Whether it’s equipment, field material, a vehicle or a meeting room, Collabox makes your life easier!

Production schedule

Do you use completion dates and deadlines for your projects? Do you plan to make deliveries soon? The “Production schedule shows your schedule and expected delivery dates without you having to add them yourself. As soon as you create a project, Collabox will remember the start and end date information for you and automatically add them to your calendar.

In addition, the assignment of tasks to your employees is based on the same principle. This makes it easy to see what your team is working on at a glance!

Visual of a production schedule with due dates highlighted.

Gantt chart

Some industries use the “Gantt Chart as a tool for project follow-up. It is a visual graphic tool that highlights the start and end dates of the project. Thus, at a glance, the manager can see the progress of his projects in real time according to the planned deadlines. He can then identify the tasks to be carried out in order to accomplish his project in the allotted time.

Visual of a Gantt chart in Collabox to see the expected start and finish of each project.

CRM Calendar

Easily automate appointments and follow-ups of your contacts with the CRM module. The development of your business is easier and you avoid forgetting things that could affect your sales. Also, keep track of your follow-up!

Onlget appointment of the contact form of the CRM module. You can see the history of your appointments and add new ones.

Calendar for garages

Do you have a garage or a mechanical workshop? We have created a perfect tool for you that we call “Mechanical workshop diary” . This calendar allows you to enter appointments and see all the appointments that you and your colleagues have set. The agenda is displayed by day, week or month.

An example of a garage calendar with the names of the employees and their respective appointments.

Follow-up schedule of the operations

The operation follow-ups allow you to assign a task related to an intervention in the contact form of the CRM module. This function makes it possible to optimize collaboration between co-workers. In addition, it avoids numerous email exchanges to delegate a task or follow-up to be done with a client.

Find the operation follow-ups in the calendar, whether it is daily, weekly or monthly.

Example of the visual of the calendar menu with the CRM module where the box "follow up operations" is checked.
Example of displaying a task from the follow-up with a client.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you. info@collabox.com (418) 907-9274

Two types of agenda

By Agenda, Calendar

Two types of agenda in Collabox

You may have noticed that there are two types of diaries in Collabox: the horizontal diary and the vertical diary. But what are their particularities? Their similarities?

Vertical diary

With this diary, you can easily plan meetings with your colleagues, since it displays your schedules in parallel. This model is very similar to Outlook and Google calendars, with the hours arranged vertically.

To see the schedules of all employees, select this choice in the “Consult the schedule of” drop-down menu. At the top of the calendar, you will see sub-divisions with the initials of each employee, for each day.

Example of a vertical agenda

Horizontal agenda

It is a rather particular model arranged in large blocks. The days are found at the top of the agenda, horizontally. There is no division for the hours; the appointment blocks are all the same size. This is a type of schedule that employers particularly appreciate when running a garage or repair center, for example. The emphasis is really on the dates themselves.

Example of a horizontal agenda

Burst similarities

  • If you have a Google Calendar, good news! It is compatible with the Collabox calendar and you can import it there to see all your appointments in one place.
  • Your colleagues can view your appointments in their own calendars when you give them permission. To do this, visit your advanced configurations. +++ is that right?
  • Want to change the type of agenda? No problem! Call us and we’ll make the change immediately. All data is compatible, so you can switch from one calendar to another without worrying about losing important information!
  • Nice novelty: the two models are rendered “drag and drop”, that is to say that to move an appointment, you just have to click on the box and drag to its new destination. As easy as that!

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Movable timesheet

By Agenda, Digital transformation, Timesheet

The mobile timesheet is available on your cell phone. On the road, in a restaurant or in a meeting, it has never been easier to enter your hours into the timesheet. Gone are the days when you forget to keep track of your hours, Collabox takes care of it for you.

Full day

The “full day” option is now available on your mobile. With the proper setup, the employee can check the box and their hours will appear as scheduled. It’s fast!

Time sheet and agenda

When you’re on the move, you can simply turn your appointment into a timesheet from your cell phone. Select the completed appointment in your calendar, then click on “create a timesheet”. That’s it!

Geolocation

You can track your employees via the geolocated timesheet. This makes managing employees and their travel more efficient! This monitoring tool is super handy to know where your employees enter their hours.

Do you want to consult the geolocation data of your employees? Nothing could be simpler, since the report by employees tells you so. We even thought about giving you a Google Maps link to view the entries on a map.

Calendar display

By Agenda, Calendar

The Collabox calendar display now allows you to filter the data!

For a long time, the Collabox diary has allowed you to consult the schedules of all your colleagues in the same table. However, it produced a lot of on-screen information for the bigger teams.

Calendar display

We have therefore created two buttons so that you can choose the users you want to see displayed in the calendar:

  1. The departments
  2. The new menu Displayed users

Let’s take a closer look.

The departments can be found in the drop-down menu Consult the calendar of , at the top right of the screen. You can therefore choose to only see the calendars of employees in a particular department.

Calendar version: names vertically

Calendar version: names horizontally

The new menu Displayed users is located at the top left of the agenda. You can see small boxes with the initials of your employees here. To select the employees whose schedule you want to see, you must check the boxes corresponding to their names. If you want to hide the schedule from some people, just uncheck them.

* The menu may be visible, but the boxes are not. In this case, click directly on Displayed users , and you will see the boxes appear just below.

Calendar version: names vertically

Calendar version: names horizontally

Note: You can customize the initials of the boxes in your employees’ files if there is any confusion between some.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

The personalized agenda for garage owners

By Agenda, Calendar

Agenda for garages!

Do you have a garage or a mechanical workshop? We have created a perfect tool for you! Collabox has designed a diary specially adapted to your sector of activity called the “Mechanical Workshop Diary”. This calendar allows you to enter appointments and see all the appointments that you and your colleagues have set. The agenda is displayed by day, week or month. Take a look at how our customers use this tool.

Use color codes to better categorize your appointments and know their status. Also observe appointments that span more than one day, if necessary.

Example of an agenda for garages

In the following example, the agenda display is selected “by the week”. See each employee’s appointments, lunch time and important schedule changes in red boxes (vacation, absences, etc.).
Little novelty that our customers love: appointments can now be moved with the “drag and drop” function. It’s very convenient when you’re in a hurry!

Example of a weekly agenda

The Atelier Mécanique agenda is very simple to use. Each appointment box is clickable and allows you to access detailed information to simply modify or consult it.


Appointment creation and update page

As you can see, the form to create or update an appointment already has fields defined to enter the detailed information of the appointment. However, we can customize it according to your needs. Do you use several garage doors and want to register them? Mileage? The sale status? No problem, we’ll take care of it! Here is an example of a form that we modified for another customer:

Example 2
Appointment creation and update page

The possibilities are limitless! You can count on the Collabox team to offer you fast and personalized service.

Watch several videos on our Youtube channel and visit our Blog section to learn more about Collabox software!

If you have any questions, please contact us and we will be happy to answer you. info@collabox.com (418) 907-9274

Fill out your timesheets with the diary

By Agenda, Calendar, Timesheet

Two birds with one stone!

Kill two birds with one stone and use the agenda and the timesheet simultaneously! Turn your appointment into a timesheet. Read on to find our pro tip and make the most of your time.

To begin, create an appointment in your calendar from the menu on your left.

Then, add key information including the title, project, department, and start and end times of the appointment.

You will be automatically redirected to your calendar.

Turn your calendar appointment into a timesheet

Click on your appointment as if you wanted to update it.

Then scroll down to the bottom of the page. Select “Create a timesheet”. 

A page will open on your timesheet on the right day. All the information you have entered in the appointment form will be copied, including the comments. 

Please note that you cannot create a timesheet for an upcoming appointment. The latter must be completed.

The last step, but not the least: save your new timesheet entry and see how efficient you are!

Finally, use the agenda for your timesheets, it’s quick and easy!

Questions? Contact us !

Request and approval of vacations and vacations in the calendar

By Agenda, Digital transformation, Employees, Human resources functions

Plan your employees’ vacations and vacations by allowing them to create an appointment on a “Vacation” or “Leave” project. This way, they can plan their absences and you can be notified immediately and approve or not their request.

Create a project for vacations and vacations

First, create a vacation project, such as “Vacation 2022-2022” or a leave project, such as “Health Leave 2022.”

For even more efficient management, add your employees’ accumulated vacation hours in the “Assignment” tab of the project. These hours can be found in the time bank report which you can view here.

Add an appointment

Then add an appointment and assign it to the vacation or vacation project. This way, the supervisor will receive a notification and can approve the request. If necessary, move the vacation appointments by dragging them to another date.

Note: This box cannot be checked by anyone other than the employee’s immediate supervisor.
You cannot put more than one person at a time on this type of appointment.


As a supervisor, you receive a warning email that Mr. Employee has created a vacation agenda.

Click on the link sent in the email to approve the appointment.

After approving a request, the employee is automatically notified by email as well.

Viewing vacation and leave approvals

First, look in the “appointment” form and observe the green check mark including the date and name of the supervisor who approved the vacation.

Then, a green umbrella visual icon appears in the employee’s calendar. A black umbrella indicates that the application is still pending approval.

Have a great vacation!

Resource management

By Agenda, Calendar, Configuration, Resources

Got a conference room, but never know when it’s in use? Collabox allows you to manage your various resources, whatever they are. So you can track the usage of conference rooms, projectors, cameras, etc. All presented in a convenient calendar.

Here’s how:

1- Open your calendar.

2- Click on the drop-down menu “Consult the calendar for:” and select the resource you want to know about availability. If you want to know the schedule of all resources instead, click on “All resources”. Don’t forget to click on “ok” to display the agenda.

What if the option is not there?

3- You may not be able to see the reservation schedule. To activate it, access the configuration menu by clicking on “Configuration” in the navigation bar at the top of the page.

4- Then click on “Employees” in the left sidebar.

5- Select your name or that of the employee wishing to have access to the resource reservation schedule. Then click on the “Menus” tab.

6- Finally, check the option “Reservation of resources” in the agenda section.

Has the name of a room changed or do you want to add a resource? Follow the steps below to get there.

How to add / modify resources?

1- Access the configuration module by clicking on “Configuration” in the navigation bar at the top of the page.

2- Then click on “Resources” in the left sidebar.

3- If you want to add a resource, click on “Add a resource”. Fill in the information and save the form.

4- If you want to modify one instead, click on its name. You can then modify the elements of the resource file.

From this screen, it is also possible to reserve a resource (by clicking “Reserve”) or to display its schedule of use (click on “Display schedule”).

You can even take advantage of this management tool to maximize your company’s resources! Why not rent out your conference room, which spends most of its time empty? Your team has shrunk and you have vacant premises? Many young entrepreneurs are looking for workspaces to rent by the hour or by the day. Enjoy it!

Agenda, move and forward

By Agenda, Calendar

A brand new display for the agenda arrives on Collabox! Appointments that can be moved and transferred with one click, personalized displays by department and more!

We have produced two short videos that show you the new agenda in action. They will help you better understand the new possibilities it allows. See the videos here and here.

https://www.youtube.com/watch?v=xDhzoyUoAM0

Awesome, isn’t it? We really like it too 😊. Don’t forget that you can always click on an appointment to modify it and add a category (color) to differentiate it.

Change the calendar interval

Change the calendar interval

Is the display interval too small or too large? No problem ! A little trick in your settings and you’re done. First click on “Organization” in the side navigation bar.

At the bottom of the page you will see the line “New schedule – interval”. Choose what works for you and don’t forget to click “Save” at the bottom of the page.

Title

Now that you know how to use your new planner, it’s time to organize it and explore the categories. These are used to make your different appointments stand out, for example everything related to administration is in dark green and social is in pink.

To modify your categories, click on “Categories (Families)” in the side navigation bar.


You can then assign a category to each color. If you don’t like the colors, change them! The small empty box to the left of the color is used to enter a new color code. Use this site to choose a color and get its code .


Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you. info@collabox.com (418) 907-9274 ext. 120