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Meetings

Calendar & Meetings Management​

The calendar page is the main interface for displaying all scheduled meetings and events within the system. It is a visual tool that helps managers and employees track daily, weekly, and monthly meeting schedules in an organized and clear manner.

This page allows viewing upcoming meetings, organizing time schedules, navigating between days, and easily creating new meetings.

First: Purpose of the Calendar Page​

The calendar page aims to:

  • Display all scheduled meetings in an organized manner: To facilitate tracking of daily, weekly, and monthly activities
  • Enable employees to quickly know upcoming appointments: Through a clear visual interface
  • Provide an easy way to create and organize meetings: Through a simple and quick form
  • Unify a comprehensive view of company or department schedule: To ensure coordination between teams
Tip

Use the calendar page regularly to track your upcoming meetings and avoid missing important appointments.

Second: Calendar Interface Components​

The main calendar interface is divided into several clear sections:

1. Header Bar​

Contains:

  • Page title: "Calendar"
  • Brief description: Meetings management and tracking
  • Username and welcome greeting
  • Search bar to find a specific meeting
  • Icons for account, notifications, language, and time

This bar helps quick access to basic functions.

Information

The search bar can be used to quickly find specific meetings by typing the meeting title or participant name.

2. "Create Meeting" Button​

A clear blue button at the top of the page.

When clicked:

  • Opens a new meeting creation form
  • Enter details (title – date – time – participants – meeting link)
  • Invitations are automatically sent to participants

This button is the main entry point for adding new meetings to the calendar.

Tip

It is recommended to create meetings in advance (at least one day before) to give participants enough time to prepare.

3. Calendar View Controls​

There are three buttons to control how the calendar is displayed:

  • Day: Displays meeting schedule for a single day
  • Week: Displays meetings distributed across week days
  • Month: Displays the full monthly calendar with all meetings

This allows quick switching between display methods as needed.

Note

You can switch between different display methods according to your needs. Monthly view is useful for general overview, while daily view is useful for focusing on meetings for a specific day.

4. Monthly Calendar Grid​

Represents the main part of the page.

Contains:

  • Days distributed from Sunday to Saturday
  • Each day is a box containing scheduled meetings
  • Meetings appear as small cards with distinctive colors

Examples from the calendar:

  • Meeting on December 9 at 07:00
  • Meeting on December 17 at 10:04
  • Meeting on December 16 at 20:31

When hovering over a meeting, the full title appears.

Information

Different colors for meetings help quickly distinguish between different types of meetings (team meetings, management meetings, client meetings, etc.).

5. Meeting Cards​

Each meeting has a small card containing:

  • A number indicating the number of meetings for that day
  • Meeting title
  • Meeting time
  • Special color for meetings to facilitate reading

And when clicking on the card:

  • Opens the meeting details page
  • Can edit data
  • View participants
  • Access meeting files
Tip

Use colored cards to organize your meetings. You can assign a color to each type of meeting to facilitate identification.

Third: How to Use the Calendar​

1. View Monthly Meeting Schedule​

Facilitates viewing all meetings for the department or employee during the month.

2. Click on a Meeting to View Details​

Opens a full page for the meeting with all data.

3. Create a New Meeting​

From the "Create Meeting" button at the top of the page.

4. Navigate Between Months​

Can easily move to a previous or next month.

5. Change Display Method​

Between day / week / month as needed.

Alert

Make sure to review the calendar regularly to avoid appointment conflicts and confirm your attendance at important meetings.

Fourth: Practical Example from the Calendar​

Example: System Development Meeting​

On December 17, there is a meeting titled:

"System Development" – at 10:04 AM

The employee can:

  • See the meeting location within their day
  • Know the exact time
  • Click on the card to open details
  • Know who attended and who hasn't after the meeting
Illustrative Example

This example shows how employees can easily track their upcoming meetings through the monthly calendar.

Fifth: Creating a New Meeting​

When clicking the "Create Meeting" button, a form appears requiring:

1. Meeting Title​

A clear name describing the meeting topic.

2. Date and Time​

  • Meeting date
  • Start time
  • End time (optional)

3. Participants​

List of employees or departments invited to the meeting.

If the meeting is online (Zoom, Teams, etc.).

5. Description​

Additional details about the meeting (optional).

6. Attachments​

Ability to attach files or documents related to the meeting.

Tip

When creating a meeting, make sure to add all important details such as description and attachments to help participants prepare better.

Sixth: Meeting Details​

When clicking on a meeting card, a details page appears containing:

1. Basic Information​

  • Meeting title
  • Date and time
  • Expected duration
  • Location or meeting link

2. Participants List​

  • Participant names
  • Attendance status (present, absent, not yet attended)
  • Role of each participant (organizer, participant, guest)

3. Agenda​

Discussion points planned for the meeting.

4. Attachments​

Files and documents related to the meeting.

5. Meeting Minutes​

Notes and meeting outcomes (can be added after the meeting ends).

Note

Meeting details can be edited at any time before its scheduled time. After the meeting ends, meeting minutes and notes can be added.

Seventh: Meeting Notifications​

The system automatically sends notifications to participants:

  • 24 hours before the meeting: Reminder of upcoming appointment
  • 15 minutes before the meeting: Immediate reminder
  • When creating a new meeting: Notification to new participants
  • When modifying the meeting: Notification of changes
Alert

Make sure to enable notifications in your account settings to receive all important reminders.

Eighth: Search and Filtering​

The calendar page provides advanced search and filtering capabilities:

  • Search for meetings with a specific title
  • Search for meetings with a specific participant
  • Search for meetings in a specific time period

Filtering​

  • Filter by meeting type
  • Filter by status (upcoming, ended, cancelled)
  • Filter by participants
Tip

Use search and filtering tools to quickly find important meetings, especially in busy calendars.

Ninth: System Integration​

The meetings system integrates with:

1. Attendance System​

Meetings can be linked to employee attendance records.

2. Tasks System​

Action items from meetings can be converted to follow-up tasks.

3. Notifications System​

Automatic reminders sent to participants.

4. Reports System​

Generate reports on meetings and employee attendance.

Information

Integration with other systems ensures smooth information flow and facilitates tracking all activities related to meetings.

Section Summary​

The calendar page is an essential tool for managing and tracking meetings within the system. It allows employees and managers to view all scheduled meetings, create new meetings, and track details easily. By regularly using the calendar, effective coordination between teams and improved time management can be ensured.

آخر تحديث: 2026-01-08 12:00:00