Catégories

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!

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.

Management report by projects

By Projects, Reports

Project management is essential to control your operations. It therefore becomes essential to obtain reports that allow you to have an overview or detailed on the time that the members of your teams devote to the various actions for a given period. So here is an overview …

It is natural that the report by project is the document most produced and used in project management software. This is also the case for Collabox. It gives you a good summary of everything you want to know about your projects:

  • invoices
  • disbursed
  • wages
  • hours
  • resources
  • Purchase Orders
  • remaining budget
  • etc

Name them! No need to dig through your employees’ timesheets to find information on a project. Everything is in this report which is very quick to produce. It even exports to Excel!

To access the report page, click on the icon Reports , at the top of your Collabox page.

Collabox horizontal menu

Then select Projects in the left menu of Collabox.

Collabox vertical menu

The report by project is created in 4 steps:

  1. Determine the period that will be covered by the report using the drop-down menus.
  2. Choose the project, in the drop-down menu, on which you want to obtain information.
  3. Choose, if desired, a specific employee or department to report on.
  4. Determine how the information will be classified in the report (employees, department or chronological order) by selecting the option that interests you.

Note: The system remembers the last selected items in the form.

Report form by project

Once you have chosen these parameters, you can either view the report immediately without changing the other parameters, or adjust the parameters according to your needs. To display the report, click on the button View report located at the bottom of the page. If you want to export the report in Excel format, click directly on the Excel icon just above the button View report .

Example of report by project, classified by employee

Fill out your timesheets with the diary

By Agenda, Calendar, Timesheet

Timesheets and diary, two birds with one stone!

Kill two birds with one stone by entering your appointments in the calendar and in your timesheet simultaneously! Read on to find our pro tip and make the most of your time.

To get started, all you have to do is create an appointment in your calendar, as usual.

Page Adding an appointment

Save it. You will be automatically redirected to your calendar. Then click on your appointment as if you wanted to update it.

Collabox agenda

At the very bottom of the page, you will see the button Create a timesheet . Click on it.
* However, please note that you cannot create a timesheet for an appointment in the future. The event must absolutely be ended.

Page Updating an appointment

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.

Page Timesheet

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

Questions? Contact us !

Show or hide families in the calendar

By Calendar

Show or hide families in the calendar
Sometimes our schedule is quite busy and we want to be aware of everything that is happening in our organization.
Sometimes, we would like to hide certain categories to have a more refined overview.
We have therefore added a new feature which is a checkbox to choose the families that suit you.
Here’s how to use it:
1- First of all access your “Agenda” function in the left menu and click on the Categories (family) function.
2- On the right, in the column entitled “optional”, check the categories that you want to be displayed in your calendar.


3- The optional families will be displayed at the top of the calendar. You can hide or display them, your cookies keep your preferences.