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Calendar

The Collabox calendar, a collaboration tool

It has several functions that allow you to collaborate daily with members of your team, your customers, your contacts.

management of your appointments
management of your tasks and deadlines
consultation of notes in connection with an appointment
share your colleagues’ calendars for better time management
production management by a production schedule
management of timesheets related to your appointments

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!

Questions? Contact us!

Movable timesheet

By Calendar, Timesheet

After the new display of contacts on cell phone, we continue and we optimize the timesheet. Indeed, it has had a makeover when you are 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.

Geolocated timesheet

By Calendar, Timesheet

A new feature has just appeared in the Collabox  : the geolocation of the timesheet! This addition allows you to know where your employees enter their hours. This control tool is very useful to know if  the little latecomer from the office still between his hours on the bus or at the office. 

How to activate or deactivate geolocation?

Whether you want to enable or disable this option for your organization, the path is the same, you will only have to check the box or not. To do this, you must display the settings of the organization by clicking on “Organization”.

Organization

To activate the function, all you have to do is check the “Geolocation of timesheets” box. However, don’t forget to save the changes!
screen-shot-2016-11-10-at-14-23-23

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. 

To access the report, you must first click on the “Reports” icon in the navigation bar at the top of the page. 

Then you must at least choose an option in the category “Report by employees” like “Include details of hours” in the example below. Don’t forget to check “Include geolocation”! 

screen-shot-2016-11-10-at-14-24-30

Here is an example of an employee report of timesheet entries. As you can see in the right column, entries with geolocation have a location link.
screen-shot-2016-11-10-at-14-25-46

If you click on the link, you will see the position where the entry was made on the map.

screen-shot-2016-11-10-at-14-27-02

Delete repeated appointments

By Appointment, Calendar

Adding and deleting one-off appointments to the calendar is probably no longer a secret to you, but repeated appointments may be different. These repeated appointments ”are a series of identical appointments which are repeated according to a frequency that you define (day, week, two weeks, month, year), until a date of end of the recurrence that you have entered.

To delete a few repeated appointments without erasing the entire series, you need to make a few more clicks than when you delete a one-off appointment. That’s why here we offer you a four-step process to get there without grinding your teeth.

1. Click on the tab Calendar , located at the top of the home page of your Collabox.


2. Click on one of the appointments in the series that you want to modify.

3. Click on Repeat appointment in the menu at the top left of the page. (Note: this link only appears if this appointment is part of a series of repeated appointments.)

4. Select the appointments you want to delete, then click on the button. Delete these appointments .

That’s all, the changes will be saved!

Want to create repeat appointments? Consult this link.

Create repeated appointments

Calendar display

By Agenda, Calendar

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.

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.

Create repeated appointments

By Appointment, Calendar

Do you have appointments that repeat each week? You can add them to the calendar very easily without having to create them one by one.

Here’s how :

1. In the left menu, under the tab Agenda , click on Add an appointment .

Left menu

2. The page Adding an appointment will be displayed. Fill in the fields to create the first appointment, which will become the template for your repeated appointments. Then click on Save .
Note: The date you indicate will be the date of the first meeting in the series.

Page Adding an appointment

3. Find the first appointment you created in the calendar and click on it. You can select any person’s date, it doesn’t matter.


Go to the agenda
Calendar version: names horizontally

4. Scroll down to the bottom of the page. You will see a button Repeat the appointment . Click on it.

Menu at the bottom of the page

5. The page header summarizes the appointment information. Just below, you can choose the frequency of the repeated appointment (days, weeks, two weeks, months, years) and the date of the end of the recurrence (last appointment of the series). Once the information has been entered, click on Copy appointment .


Page Repeat an appointment

Your repeated appointments are now created and all on the agenda!

To know how to delete repeated appointments, read this

Tasks and appointments in the calendar

By Appointment, Calendar, Tasks

You can view tasks and appointments simultaneously in your calendar

We know that it is not always easy to plan your work, even if you write down your deadlines in the production schedule . You can now better plan the schedule of your employees by taking into account both scheduled appointments and tasks to be performed. This will ensure that all projects are delivered on time, without pitfalls.

To display tasks and appointments at the same time in your calendar, you just need to check the boxes Appointment and Tasks located at the top left of the calendar. You can uncheck one of the two at any time to view only what you want.


To differentiate tasks from appointments, observe the outlines of the rectangles. In the horizontal calendar, the rounded edges correspond to an appointment; sharp edges, to a task. The reverse is true for the vertical calendar. You can also put the appointments and tasks in the color you want.


Since December 20, 2017, when you create a task, you have the option of indicating a due date, as well as a completion date. It is this completion date that will be displayed in the calendar.

Watch out for data conversion!

Tasks created before December 20, 2017 did not have a completion date. For this reason, they will appear in the calendar on the due date. This is the default conversion determined by the Collabox. You can still go and modify the deadline manually by moving the task with your mouse directly in the calendar (“drag and drop”). To do this, keep the left click of your mouse pressed on the task you want to move, and move your mouse to the correct date. Drop the task into the calendar. The new date will be saved!
Note 1: It is exactly the same principle for appointments: they also move in “drag and drop”.
Note 2: The “drag and drop” will be available from March 1st for the calendar with the dates vertically.

You can see below that the task has moved for all the people assigned to it. This happens automatically when you move a task.

You can also modify the completion and due dates of a task by updating it with the page Updating a task assignment . The fields to be modified are in the red boxes. To differentiate the completion date from the due date, see the caption below the following image.

July 4, 2018 update

Task deadlines are now displayed in the calendar independently from when the task is scheduled to be completed. They are recognizable by the small clock icon located at the top right of the box. The moment of accomplishment of the task, it does not have any.

In addition, deadlines such as task completion dates have a small green checkmark in each box to indicate that you are not late according to the deadlines indicated. Otherwise, you would see a bar circled in red (?) . If there is no check mark or cross in the box, this is to indicate to you that the task is not carried out, but that you still have time in front of you (?) .

Need additional information? Contact us !

To do-list

By Calendar, Tasks

The tasks that you create in Collabox are all listed in a detailed list called the to do-list. You can see the task, its priority, the employees affected, the planned time, the percentage of completion, the name of the project and the due date.

We added a drop-down menu at the bottom of the page To do-list which allows you to change the due date of a task or add a task to the calendar. Here is how it works.

You must, of course, go to the page To do-list by clicking on the link in the left menu of Collabox.

Left menu, tab Tasks

If you want to change the due date for some tasks, check them with the box to their left in the list and then select the appropriate option from the drop-down menu. By default, today’s date will be selected. However, you can modify it and change the time entered. Don’t forget to click on Okay , to save your changes.

Option Change the due date from the drop-down menu
Page To do-list

If you want to add tasks to the calendar, check the boxes associated with them and select the option Add tasks to the calendar from the drop-down menu. You must indicate how many hours before the end date the task will appear in the calendar. Click on Okay to save the changes.

Option Add tasks to the calendar from the drop-down menu
Page To do-list

When you return to your calendar, you will indeed see the tasks that you have added to it.

Example of new tasks added to the calendar

The personalized agenda for garage owners

By Agenda, Calendar

Do you have a garage or a mechanical workshop? We have created a perfect tool for you! Collabox has designed, in collaboration with Boost Groupe Conseil ( www.boost.ca) , an agenda specially adapted to your sector of activity called the “Boost agenda”. 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:


Example of a garage mechanic’s weekly agenda

You may notice in the calendar examples that the teams use color codes to better categorize their meetings and know where they are in their work. You will also observe that appointments can be spread over more than a day if necessary. In the following example, the diary display is up to date. You can see the appointments of each employee, their lunch time and the important changes to the schedule which are entered 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 Boost diary is very easy to use. Each appointment box is clickable and it allows you to access detailed information to modify or consult them, quite simply.

Example 1
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.

Types of timesheets

By Calendar, Timesheet

Collabox offers you the possibility to choose between 4 types of timesheets:

  1. Standard timesheet
  2. Techno timesheet
  3. Weekly timesheet
  4. Express timesheet

We offer you a quick overview of their different characteristics so that you find your favorite.

1. The standard timesheet

This timesheet is designed for people who like to stick with their habits. Its design is reminiscent of traditional timesheets, while offering the advantages of digital. Detail your different tasks there! Take a tour of the standard timesheet

Example of a standard timesheet

2. The techno timesheet

This timesheet template features a new “drag and drop” design that will appeal to techies. The more modern aesthetic of its new graphical interface retains all of the standard timesheet options you like and use.

Example of a techno timesheet (“click-and-drag” design)

3. The weekly timesheet

With this timesheet, enter your hours per week rather than per day. It is perfect for generalists who want to register tasks with large blocks of time. It is also ideal when working on a project where the steps do not need to be detailed.

Example of a weekly timesheet

4. The express timesheet

Although timesheets all complement each other on desktop or mobile, the express timesheet is best suited for the interface of phones. And as the name suggests, it complements itself very, very quickly. Fill it in just 3 clicks!

Note: At any time you can switch from the express timesheet to the detailed timesheet (standard or techno) by clicking on the blue link Detailed timesheet .

Express timesheet

See how to complete your express timesheet

The same day is already selected for you by default. To start your time recording, go to the first step with the button Following.

Express timesheet: home page

1) Select the project you worked on.

Express timesheet: project selection

2) Choose your service.

Express timesheet: choice of a service

3) Enter the number of hours worked. Don’t forget to save!

Express timesheet: registration of hours worked

You can then repeat these steps to list other projects you worked on during the day.
Note: The entries in the express timesheet will be concurrent in the standard or techno timesheets, that is, they will all start at midnight. This data conversion is perfect if you don’t need to know when or how long your employees have been working on a particular project.

Have you made your choice? Contact us to change your timesheet, we will be happy to tell you how to proceed!

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