End-to-end workflows
How work moves through Calendar from start to finish, who does each step and what the system does in response.
On this page (7)
Meeting with colleagues and a room
Who: User A (Calendar user), colleagues B and C, user D
| # | What the person does | What the system does |
|---|---|---|
| 1 | A: New Event Tue 10:00-11:00 'Client Meeting', Colleagues B and C, room Conference Room A, reminder 15 min | Saved; B and C get 'Invitation: Client Meeting' |
| 2 | D: try to book Conference Room A 10:30-11:30 the same day | Refused: 'Conference Room A is already booked ... for “Client Meeting”.' |
| 3 | B: Overview > Invitations > Accept; C: open the event > Going? No | A gets bells 'B accepted' and 'C declined' |
| 4 | A: open the event | B Going, C Not going |
| 5 | A: move it to 11:00-12:00 | B (not C, who declined) gets 'Changed: Client Meeting'; the room booking moves with it (refused if the room is taken at 11:00) |
| 6 | At 10:45 (15 min before 11:00) | A and B get the reminder bell; C nothing |
Repeating team briefing through its life
Who: Organiser A, attendee B
| # | What the person does | What the system does |
|---|---|---|
| 1 | A: weekly Tuesday 11:00 'Team Briefing' x8 from Tue 6 Oct 2026 with B | 8 occurrences, 6 Oct - 24 Nov |
| 2 | A: open 13 Oct, move to 14:00, This event | 13 Oct at 14:00, the others at 11:00 |
| 3 | A: open 20 Oct, Cancel event, This event | 20 Oct gone; B gets 'Cancelled' for that date |
| 4 | A: open 3 Nov (5th), change title, This and following | 6 Oct - 27 Oct old title (moved 13 Oct kept); 3 Nov - 24 Nov new title, 4 left; total 8 |
| 5 | B: subscribe the ICS feed | Phone shows the same occurrences as the screen |
Customer books and cancels online
Who: Calendar administrator, customer (signed out), staff member S, receptionist R
| # | What the person does | What the system does |
|---|---|---|
| 1 | Admin: appointment type CONSULT, staff S, auto confirm, cancel notice 24 h, Public booking page on; Copy link | Link copied |
| 2 | Customer (private window): open the link, choose a day 3 days ahead, 10:00, name and e-mail; Book this time | Thank-you page, confirmed, reference APT-nnnnn, manage link |
| 3 | S: open Calendar | 'Consultation - <customer>' in S's calendar at 10:00; bell 'New appointment' |
| 4 | R: Appointments > Upcoming | The booking with source Booking page |
| 5 | Customer: open the manage link, Cancel this appointment | 'Your appointment is cancelled.'; S gets 'Cancelled by customer' |
| 6 | Another customer opens the booking page for that day | 10:00 is offered again |
Requested booking confirmed and closed
Who: Customer, receptionist R, Calendar administrator
| # | What the person does | What the system does |
|---|---|---|
| 1 | Admin: set CONSULT Confirmation = Staff confirm | Saved |
| 2 | Customer books on the public page | 'requested - we will confirm it shortly'; the event is Tentative |
| 3 | R: Appointments > Requested > open > Confirm | Confirmed; event Confirmed |
| 4 | After the start time R: Mark done (and on another: No-show) | States done / no_show |
| 5 | Admin: Reporting > Appointments by type and outcome | Counts and no-show % match (no-show / (done + no-show)) |
Shared team calendar
Who: Calendar administrator, editor C, viewer B, outsider D
| # | What the person does | What the system does |
|---|---|---|
| 1 | Admin: shared calendar SALES, members only, viewer B, editor C | Saved |
| 2 | C: New Event in calendar Sales | Saved; B sees it |
| 3 | B: open it | No Edit / Cancel buttons; PUT via API refused 'Only the organiser or the calendar's editors change this event.' |
| 4 | C: add a Private event in Sales | B sees 'Busy' only |
| 5 | D: look for Sales | Not in My Calendars; the event id via API -> 'Event not found.' |
| 6 | Admin: change visibility to Everybody in the company | D now reads Sales (viewer) |
Room administration and utilisation
Who: Calendar administrator, users A and B
| # | What the person does | What the system does |
|---|---|---|
| 1 | Admin: add rooms CONF-A (12 seats) and MEET-1 (6 seats), projector PROJ (equipment) | In the register and the schedule |
| 2 | A and B book CONF-A for overlapping times at the same moment | One saved, the other 409 naming the first |
| 3 | Admin: Resources schedule for that day | One bar at the booked time |
| 4 | Admin: make PROJ not bookable | Not offered in the event form; booking it refused |
| 5 | Admin: Reporting > Room and equipment utilisation for the month | Hours / open hours (weekdays x working day) = utilisation % |
Leave and holidays on the calendar
Who: Employee E (Calendar user), HR officer H (hr.employee.view), payroll officer P
| # | What the person does | What the system does |
|---|---|---|
| 1 | H: add a public holiday in the HR working calendar; E: request leave; H: approve | Leave approved |
| 2 | E: Calendar, tick HR & Leave | Holiday and 'You - <type>' shown; no colleagues' leave |
| 3 | H: Calendar, HR & Leave | Everybody's approved and pending leave |
| 4 | P: Calendar, HR & Leave | Payroll cut-off and pay day shown (payroll.view) |
| 5 | Book appointment on the holiday (type closed on holidays) | No free time that day |