Commit 430aeb9f authored by Cassandra Gould van Praag's avatar Cassandra Gould van Praag
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add guide to transfer ownership

parent 66e366ba
Pipeline #10731 passed with stages
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...@@ -37,6 +37,28 @@ Before the start of the year, allocate slots to each of the speaker themes (e.g. ...@@ -37,6 +37,28 @@ Before the start of the year, allocate slots to each of the speaker themes (e.g.
Note: It may be wise to communicate annually when "the WIP calendar is now open for bookings", to ensure that all seminars are pre-filled before it goes to wider release. Note: It may be wise to communicate annually when "the WIP calendar is now open for bookings", to ensure that all seminars are pre-filled before it goes to wider release.
## Block out "no meeting" slots
An administrator should prevent bookings in the calendar at times when meetings are not possible, for example during the Christmas break. Do this by creating a booking with the description and title/author/abstract "no meeting".
## Generate and assign booker for off-schedule meetings
It is possible to adjust the template to enable bookings outside of the Wednesday 12:00-13:00 slot. If such meetings are sporadic, however, it is easier for an administrator to book the slot at the desired time and transfer ownership meeting to the appropriate coordinator.
1. Select the required coordinator from the list of possible owners. This list shows everyone with a Calpendo account.
2. The owner will not be notified of the booking you have made for them. Set an appropriate email notification period to remind them of the booking.
3. Tick the "send reminders to booking owner" box to ensure they are received by the owner you have selected.
![calpendo administrator booking outside of the template, with arrows highlighting the drop down list to open the list of Calpendo users, required booking owner, and checkbox to ensure email reminder is sent to the owner](../../img/calpendo-approve-owner.png)
The owner will not receive an automated email when you create this booking. It may be useful at this stage to use Calpendo to inform them that you have made a booking on their behalf, and email to request that they add any available details. Click "Send email" then check the "owner" box to include the nominated owner as a recipient.
![calpendo administrator booking outside of the template, with arrows highlighting the send email button and "owner" selection. ](../../img/calpendo-owner-email.png)
On the email composer screen, enter a subject heading and message body. The email will be sent from your email address, but the message will include a line *"Sent by the WIN Booking System. Please do not reply to this email as this address is not monitored."*
![calpendo administrator email composer, with arrows highlighting the message subject, body and send buttons. ](../../img/calpendo-owner-email.png)
## Approval of bookings ## Approval of bookings
### Approval responsibilities ### Approval responsibilities
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