Monthly Calendar

Overview  

As we continue our commitment to delivering an exceptional user experience, we are thrilled to unveil the latest version of our Monthly Calendar. Packed with new features, enhancements, and optimizations, this release is designed to elevate your scheduling and planning endeavors.

Key features:

  1. Adding new events: Visits, Site blocks, Room blocks, Notes, and Personal calendar dates
  2. Event cards containing all the essential information. Updated cards for all events with a high number of additionally displayed data
  3. Filters: Empowers you to personalize the information presented in the calendar according to your preferences
  4. Color coding of the Visits: Provides the capability to personalize visit colors based on your preferences.

1 Header of Monthly Calendar

Such actions are positioned in the header:

1.1 Adding new events to the Monthly Calendar

You can generate these events by using the "Add New" button.

1. Visits. Selecting "Create a Visit" will lead you to the "Request a Visit" page.

2. Notes. By selecting "Note," you will navigate to the "Note" modal window, where you can configure your note parameters.

3. Site blocks. By choosing "Block Site/Room," you will be directed to the modal window where you can configure parameters for blocking the site

4. Room blocks. By selecting the "Room Block" mode within the same modal, you can create a room block.

5. Personal calendar dates. Finally, by clicking on the "Personal Calendar date," you can create this specific event.

1.2 Navigation buttons

In the Monthly Calendar header, you'll find navigation buttons:

  • Today: Takes you to the current month.
  • "Next" and "Previous" buttons: Enable quick month-to-month navigation.
  • Datepicker: Provides the ability to select any specific month for a quick overview.

2 General Layout

The layout will automatically switch between a 7-day layout and a 5-day layout based on the presence of events during weekends.

2.1 Events displayed on the calendar

These events can be showcased on the Monthly Calendar.

1. Visits.

The user will observe new visit cards featuring the following fields:

  • Customer logo. Cases of displaying customer logos
    • If there are no customers in the briefing then will be displayed default logo (thumbnail)
    • Only one customer that has no logo - default logo (thumbnail)
    • Only one customer has uploaded a logo - customer logo (thumbnail)
    • There are several customers within the visit - the number of customers
  • Visit Name.
  • Time. Displayed the starting time of the visit. If the visit spans multiple days, the starting time of the first day will be shown.
  • Room Name. The starting room will be presented. If the visit spans multiple days, the starting room of the first day will be shown.

If the visit extends over several days, a single card for the multi-day visit will be displayed on the calendar.

2. Site blocks.

Fields shown:

  • Name of the site block
  • Default icon
  • Site name

According to the architectural restrictions, multiday site blocks are displayed like separate cards.

3. Room blocks

  • Name of the room block
  • Default icon
  • Site name
  • Room name or “Multi-room” text if there are blocked several rooms

4. Notes.

Fields displayed:

  • Note text
  • Default icon
  • First + Last name of the User that created the note

If the note extends over several days, a single card for the multi-day visit will be displayed on the calendar.

5. Personal calendar dates

Fields shown:

  • Default icon
  • First + Last name of the User that created the personal calendar date

If there are more than three event cards within one day, the additional cards will be hidden behind a 'View All' link. The table below illustrates examples of cases, displaying the number of events

2.3 Sorting of cards

As the Monthly Calendar is built on the FullCalendar Library, there are some restrictions based on the FullCalendar library logic. We always display multi-day cards first, followed by sorting based on event type. Finally, within each group of events, we further sort. The table below illustrates examples of these sorting cases.

3 Event preview panel

The visit preview panel displays detailed information about the displayed events, providing the ability to edit existing events and create new events - functionality identical to the 'Add New' option in the Monthly Calendar header. The event preview panel can show not only one preview card but all events during one day by clicking on the 'View All' link or day-cell." Here is a list of possible events to show on the event preview panel.

3.1 Visits cards

The Visit card contains basic information like visit name, type, date, room, etc. As well as quick insights such as # of agenda items, # of attendees, survey responses, etc. The visit preview card is designed to fully reuse components from the Briefing Manager Dashboard


Element  Description 
Account Logo  

Single-account engagement:  

  • if an account is added:  
  • account logo 
  • if the account has not been added:  
  • default BE logo  

Multi-account engagement:  

  • the number of accounts assigned to the engagement 

Internal engagement (no accounts):  

  • default BE logo  
Visit Name  Visit name 
Visit Status  Visit Status 
Visit Type  Visit type 
Visit date/time 
  • shown in the visit time zone 
  • user’s preferred date format  
  • MM/DD/YYYY OR  
  • DD/MM/YYYY 
  • user’s preferred time format  
  • AM/PM OR  
  • 24 Hr 

Single-day visit:  

  • visit date | start - end time + visit time zone + tooltip* 

    *Times are displayed in (GMT-08:00) Pacific 

    Time (US and Canada): Tijuana 

    **The message is not configurable - this is standard for all clients. This is just looking at the visit's time zone; if no visit time zone is assigned, it looks at the center time zone. 

Multi-day visit:  

  • first date - last date | start - end time of the first day + visit time zone + tooltip 
Visit Center  Visit Center  
Visit Room 

Single-room visit: 

  • visit room  

Multi-room visit: 

  • Starting visit room is shown.  
  • all other rooms are shown as “+ number of additional rooms” + tooltip with it’s names sorted alphabetically  
Meeting Owner(s) 

One meeting owner: 

  • meeting owner First + Last Name 

Multi-meeting owners: 

  • first added meeting owner  
  • all other meeting owners are shown as “+ number of additional meeting owners” + tooltip with their first names sorted alphabetically  
Briefing Manager(s) 

One briefing manager: 

  • briefing manager First + Last Name 

Several briefing managers: 

  • first added briefing manager 
  • all other briefing manager are shown as “+ number of additional briefing managers” + tooltip with their first names sorted alphabetically  

Visit Card Info Badges

Besides the main visit details, the bottom of the visit card shows a series of badges that are designed to give the user quick insights and access to common pages within a visit form. 


Icons  Why  Details   Navigate to 
Agenda  Indicates whether an agenda has been created yet 
  • number of agenda topics 
  • meals are included as well 
  • N/A if no agenda is scheduled 
 Visit - Agenda page 
Attendees  Indicates if attendees have been added and how many 
  • number of internal + external attendees  
  • N/A if no attendees are added 
 Visit - Attendees 
Notes  Indicates if there are unviewed notes from the requester 
  • number of visit notes  
  • N/A if no notes are added 
 Opens the Notes Modal  
Invitations  Indicates if participants have declined invitations or if updates need to be distributed to participants  
  • number of all sent invitations of the Invitation Manager 
  • Meeting Owners 
  • Coordinator 
  • Speakers 
  • Internal Attendees 
  • Customer Attendees 
  • Rooms 

VS  

  • the total amount of elements of the Invitation Manager 
 Opens the Invitation Modal 
Visit Rating  Indicates the rating of the visit
Survey Results modal
Survey Completed Indicates the number of surveys completed per visit
Survey Dashboard modal

Invitation statuses for the Invitations Badge

Invitation badge inherits the invite statuses of the Invitation manager:

  • All Invitations Accepted 
  • No Invitations Sent 
  • Declined Invitation 
  • Invitation Update Required 
  • Awaiting Invitation Response 

The rating formula for the Visit rating badge

The formula for the “Survey Completed” badge

Visit Card Quick Actions

Quick actions that the User (Admin and Briefing manager user roles) can use are identical to QA from other places in BE. The list of options depends on the visit status:

3.2 Site blocks

The Site block card contains all necessary information about blocked sites. Only one site can be blocked at once. Additionally presented “Edit” and “Delete” buttons.

Name

Description
Icon Default icon (see mockup)
Title

<Title> field of site block

  • If the text is too long then hide by 3 dots
User

User that created/updated the site block

  • If someone edits the site block than will be displayed User that last updated it
Date and Time (Near the User field)

Date and Time when the Site block has been created/updated

  • If someone edits the site block then will be displayed time when it has been updated (current behavior)
Date and Time (Under the User field)

<Current date> <Start time> - <End time> of site block

  • If the site block is multi-day then will be displayed only current date
  • Date format depends from the settings of the User
Site

<Site> that is chosen in the Site block

  • If the text is too long then hide by 3 dots

3.3 Room blocks

The Room block card contains all the necessary information about blocked rooms. Can be blocked several rooms of one site. Additionally presented “Edit” and “Delete” buttons.

Name

Description
Icon Default icon (see mockup)
Title

<Title> field of site block

  • If the text is too long then hide by 3 dots
User

User that created/updated the site block

  • If someone edits the site block than will be displayed User that last updated it
Date and Time (Near the User field)

Date and Time when the Site block has been created/updated

  • If someone edits the site block then will be displayed time when it has been updated (current behavior)
Date and Time (Under the User field)

<Current date> <Start time> - <End time> of site block

  • If the site block is multi-day then will be displayed only current date
  • Date format depends from the settings of the User
Site

<Site> that is chosen in the Site block

  • If the text is too long then hide by 3 dots
Room

First <Room> that is chosen in the Room block

  • If there are several rooms then display:
    • First <Room> + № of additional rooms
Tooltip near the Room List of rooms that are hidden


3.4 Notes

The Note card contains all the necessary information about the created note. Additionally presented “Edit”, and “Delete” buttons and “Show more” option.

Name

Description

Name

Description
Icon Default icon
Title Text “Note” (always presented)
User

User that created the note

  • If someone edits the note than will be displayed User that created it
Date and Time

Date and Time when Notes has been created

  • Date and Time format displaying depends from the settings of the User
Site <Site> chosen in the Note
Text Note

Note text

  • If the text is more than in 3 rows then will be displayed only 3 rows of text

3.5 Personal calendar dates

The Personal Calendar Date card contains all the necessary information about created blocks that the Facilitator created. Only the User that created the event can see and use “Send Invitation”, “Edit” and “Delete” buttons.



Name

Description
Icon Default icon
User

User that created/updated the Room block

  • If the text is too long then hide by 3 dots
Title (text)

<Title> of the Personal calendar date

  • If the text is too long then hide by 3 dots
Date and Time

<Start date> - <End Date> <Start time> - <End time>

  • Date range if Personal calendar date is multi-day will be displayed in such format:
    • 10/30 - 10/31 • 09:00 - 11:00 PDT
  • Time zone - Time zone of the Site chosen in the Personal calendar date
  • Date format depends from the settings of the User
Status badge

Displays invitation status of the User:

  • Not Invited
  • Sending….
  • Awaiting Response
  • Tentatively Accepted
  • Accepted
  • Declined
Date (near the status badge) Date of the last update of the invitation

3.6 View All events of the day

To see all event cards of the day User can use “View All” link or click on the day cell. Events cards will be sorted by this logic

Order of event cards


Sorting within group

Order of event cards


Sorting within group
1.Blocks (Site and Room blocks)
  1. By site (Alphabet)
  2. By starting time
  3. By Alphabet
2.Notes
  1. By site (Alphabet)
  2. By starting time
  3. By Alphabet
3.Visits
  1. By site (Alphabet)
  2. By starting time
  3. By Alphabet
4.Personal Calendar dates
  1. By starting time
  2. By Alphabet

4 Filter sidebar

The Monthly calendar filters allow you to refine the results within your personal calendar view. Filters are preserved in your browser session, so as long as you remain logged in, your current filter set will be used every time you return to the monthly calendar.

Use the “Set as Defaults” checkbox at the top of the filter bar to save the current filter set as your personal defaults. Your defaults will be used every time you log into the system.

Use the “Clear All” checkbox on the bottom of the filter bar to clear filters or reset them to default values.



Filter

Description
Site

By default is empty / value from “Save as Default” option

  • The list of all site the user has access to are sorted alphabetically
  • Type of filter is multiselect with search (<No Site results found> text will be displayed if there are no results)
  • presented the ability to “Select All” options
  • Filter impacts not only on Visits but Site/Room blocks and Notes
Briefing manager

By default empty /value from “Save as Default” option

  • All Users with “Access Level” are sorted alphabetically:
    • Coordinator
    • Administrator
    • BES Admin
  • Type of filter is single select with search (<No Briefing manger results found> text will be displayed if there are no results)
  • Presented the ability to “Select All” options
  • Filter impacts only on Visits
Visit type

By default empty /value from “Save as Default” option

  • All active visit types created under that is selected at least for one Site. Sorted by alphabet.
  • Type of filter is multi select with search (<No Visit type results found> text will be displayed if there are no results)
  • Presented the ability to “Select All” options
  • Filter impacts only on Visits
Industry

By default empty /value from “Save as Default” option

  • All active industries for all visit types are sorted alphabetically
  • Type of filter is multi-select with search (<No Visit type results found> text will be displayed if there are no results)
  • Presented the ability to “Select All” options
  • Filter impacts only on Visits
Show Holidays/Blocks

By default turned on /value from “Save as Default” option

  • Option impacts only on Site/Room blocks

5 Color-coding

The Monthly calendar color-coding allows you to color visit cards by different parameters. Color-coding is preserved in your browser session, so as long as you remain logged in, your current color-coding set will be used every time you return to the monthly calendar.

Use the “Set as Defaults” checkbox at the top of the filter bar to save the current color-coding set as your personal defaults. Your defaults will be used every time you log into the system.

Color-coding parameter

Acceptance criteria

Color-coding parameter

Acceptance criteria
By Status

Visits colored by status
By Site
  • Order of color-coding legend
    • Displayed only that value that is presented in Visits that are displayed in Monthly calendar within this month
    • Holiday/Block (always presented)
    • Note (always presented)
    • Personal Calendar Date (always presented)
By Visit type
  • Order of color-coding legend
    • Displayed only that value that is presented in Visits that are displayed in Monthly calendar within this month
    • Holiday/Block (always presented)
    • Note (always presented)
    • Personal calendar date
By Industry
  • Order of color-coding legend
    • Displayed only that value that is presented in Visits that are displayed in Monthly calendar within this month
    • Holiday/Block (always presented)
    • Note (always presented)
    • Personal calendar date (always presented)
  • If the industry is not chosen in Visit, then a visit card will be colored with white color and the “None” badge will be present in the Color-coding legend
  • If there are multiple values in Visit, then a visit card will be colored with black color and “Multiple” badge will be present in the Color-coding legend
By Questions
  • Visits can be colored by such type of questions
    • Customer questions
    • Reason for Briefing questions
    • Extra info questions
    • Logisitics questions

    • The question also must be single or multi-choice and have “Report Filter Field” option turned on

      Order of color-coding legend

    • Displayed only that values that are presented in Visits that are displayed in Monthly calendar within this month
    • Holiday/Block (always presented)
    • Note (always presented)
    • Personal Calendar Date (always presented)
  • If the industry is not chosen in Visit, then a visit card will be colored with white color and the “None” badge will be present in the Color-coding legend
  • If there are multiple values in Visit, then a visit card will be colored with black color and “Multiple” badge will be present in the Color-coding legend