Busy Events

In This Lesson

BUSY EVENTS EXPLAINED

Busy Events are times during established office hours that a user is unavailable. On the calendar, Busy Events appear with gray and black stripes. In Figure 1, a Busy Event is blocking the office hours from 2:00 p.m. to 2:45 p.m., making the user unavailable for meetings during that time.

Figure 1

Busy Event on the ConexED Calendar

Note. The events shown on this example group calendar include an event from a calendar sync, a Busy Event, an in-office meeting that has a meeting buffer afterwards, a telephone meeting, a video meeting, and a video workshop.

WHEN TO USE BUSY EVENTS

In ConexED, a user’s office hours create the user’s availability for meetings. If the user becomes unavailable during the established hours, a Busy Event can be added to prevent appointments from being created during that time. The Busy Event prevents the blocked time from appearing on the group scheduler, and the busy event prevents the ability to manually add a meeting to the calendar at that time.

Some Examples of Typical Busy Events

  • Staff meeting
  • Committee meeting
  • Prep time
  • Lunch
  • Sudden illness
  • Appointment hold
  • Personal appointment
  • Special event
  • Emergency
  • Other interruption in the office hour schedule

Busy Events enable the Front Desk agent, staff member, or group manager to block time on a user’s calendar without altering the user’s established office hours.

LIMITATIONS OF BUSY EVENTS

Busy events can be recurring, but they will only appear on the calendar *90 days out, so it is not recommended that they be set to recur for more than 90 days. If you create a Busy Event that repeats for 180 days, for example, you will not see it on the calendar beyond 90 days. That 90 days resets with each passing day.

  • Conexed is continually analyzing the feedback received from users, and the busy event functionality is one area that is undergoing further review and development. Enabling busy events to be visible further out is on our roadmap and information about any changes to this feature will be updated here as they become available.

BUSY EVENT CODES (TAGS)

Busy Events may be tagged for the purpose of reporting. Those with the Group Manager role or above may create Busy Event Codes on the Reason Code tab of the Group Settings as shown in Figure 2. Group admins may then run reports as shown in Figure 3 and Figure 4 to document the Busy Events.

Figure 2

Examples of Busy Event Codes

Note. The Busy Event Codes in this example include the following: Appointment Hold for Student, Classroom Visit, Comp Time, Event, Meeting-Off Campus, Meeting-On Campus, and Personal.

Figure 3

Busy Events Tag Report Button

Note. The Group report titled “Busy Events Tag” lists all of the busy events with respective tags. Only those with the role of Group Manager and above in ConexEd can access Group Reports.

Figure 4

Example of a Busy Event Tag Report for One User

Note. This example shows that there was one Busy Event tagged Classroom Visit. The report shows when the Busy Event was created and when the Busy Event Occurred.

How to Add a Busy Event to the Calendar

Step 1. Select Day and Time

Click the calendar on the day and at the time when the Busy Event is to begin and drag the selection to the time it will end as shown in Figure 5.

Figure 5

Click the Calendar Where the Busy Event is to be Added

Step 2. Click Create Busy Event to Open Event Creation Tool

When the Event Creation dialogue box opens, click Create Busy Event as shown in Figure 6.

Figure 6

Click Create Busy Event on the Event Creation Dialogue Box

Step 3. Create Busy Event and Save

Complete the Create Busy Event form and click the Create Busy Event button to save it to the calendar as shown in Figure 7.

Figure 7

Create Busy Event

BUSY EVENT CREATED

The Busy Event is now on the calendar as shown in Figure 8. Click the event to open and view the Busy Event details.

Figure 8

Busy Event on the Calendar.

DELETING OR EDITING A BUSY EVENT

Open the Busy Event by clicking the Busy Event on the Calendar. Click the Delete button to delete it from the calendar as shown in Figure 9.

To edit a Busy Event that does not repeat, make the changes and click Save.

Important: To edit a Busy Event that repeats, delete the Busy Event and create a new one.

Figure 9

Delete a Busy Event

Busy Events Quiz

You need to be registered and logged in to take this quiz. Log in or Register