Merge pull request #9289 from nextcloud/enh/add-calendar-and-appointments-doc-for-25

Add calendar and appointments doc for 25

user_manual/groupware/calendar.rst

@@ -67,12 +67,10 @@ hard drive or delete it forever.
           have a local backup.
 
 .. figure:: images/calendar_dropdown.png
-            :scale: 80%
 
 1. Click on the three-dot-menu of the respective calendar.
 
 .. figure:: images/calendar_editing.png
-            :scale: 80%
 
 2. Click on *Edit name*, *Edit color*, *Export* or *Delete*.
 
@@ -127,15 +125,11 @@ Events can be created by clicking in the area when the event is scheduled.
 In the day- and week-view of the calendar you just click, pull and release your
 cursor over the area when the event is taking place.
 
-.. only:: html
-
-  .. figure:: images/calendar_new-event_week.png
+.. figure:: images/calendar_new-event_week.png
 
 The month-view only requires a single click into the area of the target day.
 
-.. only:: html
-
-  .. figure:: images/calendar_new-event_month.png
+.. figure:: images/calendar_new-event_month.png
 
 After that, you can type in the event's name (e.g. **Meeting with Lukas**), choose
 the calendar in which you want to save the event to (e.g. **Personal**, **Work**),
@@ -152,10 +146,11 @@ sidebar editor.
 
 Clicking on the blue ``Create`` button will finally create the event.
 
-Edit or delete an event
-~~~~~~~~~~~~~~~~~~~~~~~
+Edit, duplicate or delete an event
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+If you want to edit, duplicate or delete a specific event, you first need to click on the event.
 
-If you want to edit or delete a specific event, you just need to click on it.
 After that you will be able to re-set all event details and open the
 advanced sidebar-editor by clicking on ``More``.
 
@@ -163,11 +158,14 @@ Clicking on the ``Update`` button will update the event. To cancel your changes,
 
 If you open the sidebar view and click the three dot menu next to the event name, you have an option to export the event as an ``.ics`` file or remove the event from your calendar.
 
-  .. figure:: images/calendar_event_menu.png
-              :scale: 70%
+.. figure:: images/calendar_event_menu.png
 
 .. tip:: If you delete events they will go into your :ref:`trash bin<calendar-trash-bin>`. You can restore accidentally deleted events there.
 
+You can also export, duplicate or delete an event from the basic editor.
+
+.. figure:: images/calendar_event_menu_modal.png
+
 .. _calendar-attendees:
 
 Invite attendees to an event
@@ -176,8 +174,8 @@ Invite attendees to an event
 You may add attendees to an event to let them know they're invited. They will receive an email invitation and will be able to confirm or cancel their participation to the event.
 Attendees may be other users on your Nextcloud instances, contacts in your address books and direct email addresses. You may also change the level of participation per attendees, or disable the email information for a specific attendee.
 
-  .. figure:: images/calendar_event_invitation_level.png
-              :scale: 80%
+.. figure:: images/calendar_event_invitation_level.png
+   :scale: 80%
 
 .. tip:: When adding other Nextcloud users as attendees to an event, you may access their free-busy information if available, helping you determine when the best time slot for your event is. Set your :ref:`working hours<calendar-working-hours>` to let others know when you are available. Free-busy information is only available for other users on the same Nextcloud instance.
 
@@ -278,34 +276,81 @@ Creating an appointment configuration
 
 As an organizer of appointments you open the main Calendar web UI. In the left sidebar you'll find a section for appointments, were you can open the dialogue to create a new one.
 
-One of the basic infos of every appointment is a title describing what the appointment is about, e.g. "One-on-one" when a user wants to offer colleagues a personal call. The duration of the appointment can be picked from a predefined list. Next, you can set the desired increment. The increment is the rate at which possible slots are available. For example, you could have one hour long slots, but you give them away at 30 minute increments so an attendee can book at 9:00AM but also at 9:30AM. Optional infos about location and a description give the attendees some more context.
+.. figure:: images/appointment_new.png
 
-Every booked appointment will be written into one of your calendars, so you can chose which one that should be. Only slots that do not conflict with existing events in your calendars will be shown to attendees.
+One of the basic infos of every appointment is a title describing what the appointment is about (e.g. "One-on-one" when an organizer wants to offer colleagues a personal call), where an
+appointment will take place and a more detailed description of what this appointment is about.
 
-Appointments can be *public* or *private*. Public appointments can be discovered through the profile page of a Nextcloud user. Private appointments are only accessible to the people who receive the secret URL.
+.. figure:: images/appointment_config_basics.png
+
+The duration of the appointment can be picked from a predefined list. Next, you can set the desired increment. The increment is the rate at which possible slots are available. 
+For example, you could have one hour long slots, but you give them away at 30 minute increments so an attendee can book at 9:00AM but also at 9:30AM. 
+Optional infos about location and a description give the attendees some more context.Every booked appointment will be written into one of your calendars, so you can chose which one that should be. Appointments can be *public* or *private*. 
+Public appointments can be discovered through the profile page of a Nextcloud user. Private appointments are only accessible to the people who receive the secret URL.
+
+.. figure:: images/appointment_config_calendar_settings.png
+
+.. note:: Only slots that do not conflict with existing events in your conflict calendars will be shown to attendees.
 
 The organizer of an appointment can specify at which times of the week it's generally possible to book a slot. This could be the working hours but also any other customized schedule.
 
-Some appointments require time to prepare, e.g. when you meet at a venue and you have to drive there. The organizer can chose to select a time duration that must be free. Only slots that do not conflict with other events during the preparation time will be available. Moreover there is the option to specify a time after each appointment that has to be free.
+.. figure:: images/appointment_config_booking_hours.png
 
+Some appointments require time to prepare, e.g. when you meet at a venue and you have to drive there. 
+The organizer can chose to select a time duration that must be free. Only slots that do not conflict with other events during the preparation time will be available. Moreover there is the option to specify a time after each appointment that has to be free.
 To prevent an attendee from booking too short notice it's possible to configure how soon the next possible appointment might take place.
-
 Setting a maximum number of slots per day can limit how many appointments are possibly booked by attendees.
 
-The configured appointment will then be listed in the left sidebar. You can copy its link and share it with the target attendees, or let them discover your public appointment via the profile page.
+.. figure:: images/appointment_config_limits.png
+
+The configured appointment will then be listed in the left sidebar. Via the three dot menu, you can preview the appointment. You can copy the link to the appointment and share it with your target attendees, 
+or let them discover your public appointment via the profile page. You can also edit or delete the appointment configuration.
+
+.. figure:: images/appointment_config_options.png
 
 Booking an appointment
 ~~~~~~~~~~~~~~~~~~~~~~
 
-The booking page shows an attendee the title, location, description and length of an appointment. For a selected day there will be a list with all the possible time slots. On days with no available slots, too many conflicts or a reached daily maximum limit of already booked appointments, the list might be empty.
+The booking page shows an attendee the title, location, description and length of an appointment. 
+For a selected day there will be a list with all the possible time slots. On days with no available slots, 
+too many conflicts or a reached daily maximum limit of already booked appointments, the list might be empty.
 
-For the booking users have to enter a name and an email address. Optionally they can also add a comment.
+.. figure:: images/appointment_booking_1.png
 
-To verify that the email is valid, a confirmation email will be sent. Only after clicking the confirmation link from the email the appointment booking will be finished. Until then the time slot might also be booked by another user who confirms their booking earlier. The system will detect the conflict and offer to pick a new time slot.
+For the booking, attendees have to enter a name and an email address. Optionally they can also add a comment.
+
+.. figure:: images/appointment_booking_2.png
+
+When the booking was successful, a confirmation dialogue will be shown to the attendee.
+
+.. figure:: images/appointment_booking_3.png 
+
+To verify that the attendee email address is valid, a confirmation email will be sent to them.
+
+.. figure:: images/appointment_booking_confirmation_email.png
+
+Only after the attendee clicks the confirmation link from the email the appointment booking will be accepted and forwarded to the organizer.
+
+.. figure:: images/appointment_booking_confirmation_dialogue.png
+
+The attendee will receive another email confirming the details of their appointment.
+
+.. figure:: images/appointment_booking_email_2.png
+ 
+.. note:: If a slot has not been confirmed, it will still show up as bookable. Until then the time slot might also be booked by another user who confirms their booking earlier. 
+   The system will detect the conflict and offer to pick a new time slot.
 
 Working with the booked appointment
 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
 
-Once the booking is done, the organizer will find an event in their calendar with the appointment details and the :ref:`attendee<calendar-attendees>`. As with any other event that has attendees, changes and cancellations will trigger a notification to the attendee's email.
+Once the booking is done, the organizer will find an event in their calendar with the appointment details and the :ref:`attendee<calendar-attendees>`.
+
+.. figure:: images/appointment_calendar_event.png
+
+If the appointment has the setting "Add time before event" or "Add time after the event" enabled, they will show up as separate events in the calendar for the organizer.
+
+.. figure:: images/appointment_calendar_prep.png
+
+As with any other event that has attendees, changes and cancellations will trigger a notification to the attendee's email.
 
 If attendees wish to cancel the appointment they have to get in contact with the organizer, so that the organizer can cancel or even delete the event.