---
type: concept
title: Groupware Calendar Management
tags: [groupware, calendar, productivity, scheduling, privacy, resource-management, resource-booking]
related: [groupware]
created: 2026-07-01
updated: 2026-07-01
sources: ["output/rz_uni_greifswald_de_dienste_webdienste_groupware_module_kalender_mehrere_kalend.md", "output/rz_uni_greifswald_de_dienste_webdienste_groupware_module_kalender_termin_erstell.md"]
---

# Groupware Calendar Management

Groupware Calendar Management refers to the techniques, tools, and operational processes used within the [[groupware]] collaboration platform's calendar module to organize, visualize, and coordinate schedules. One source specifically defines this in the context of the platform at the Universität Greifswald.

## Appointment Lifecycle and Creation

### Creation Methods
Appointments can be created through the following primary interactions:
- Clicking a specific time slot in the calendar grid.
- Dragging a time window to define the duration.
- Using the **Hinzufügen** (Add) button.

### Refinement and Additional Features
Once created, appointments can be refined with the following features:
- **Recurring Rules**: Managed via the "Repetition" tab to set appointments to repeat at specific intervals.
- **Notifications**: Configuring reminders via the "Options" tab.
- **Attachments**: Files and internal Groupware links can be attached to an appointment, but only after the appointment has been initially saved.

### Status Tracking
The system uses a color-coded system to provide a quick visual overview of the state of an appointment:
- **Green**: Confirmed (Bestätigt)
- **Orange**: Action Required (Handlungsbedarf)
- **Yellow**: Provisional (Vorläufig)
- **Red**: Rejected (Abgelehnt)

## Multi-Calendar View and Visualization
The system allows users to organize and visualize multiple schedules simultaneously, which is particularly useful for coordinating between different users or groups.

### Overlay Mechanism
- **Functionality**: Users select relevant calendars from the sidebar via checkboxes. The system then aggregates all associated appointments and displays them together in the primary calendar area.
- **Access Requirement**: A minimum of read access is required to include a calendar in the view.

### Calendar Color Customization
To maintain visual clarity when multiple calendars are overlaid, the system provides color customization to ensure appointments from different sources remain distinguishable.
- **Automatic Assignment**: By default, the system automatically assigns colors to calendars (one source notes this may lead to a lack of consistency).
- **Manual Assignment**: Users can override default behavior via the gear icon ("Kalenderfarbe") in the sidebar.
- **Fixed Colors**: Once a fixed, distinct color is assigned to a specific calendar, that color is consistently used whenever that calendar is displayed in a multi-calendar view.

## Coordination and Resource Management

### Participant Coordination
- **Invitations**: Handled via email, enabling collaboration with users outside the Groupware system.
- **Availability Integration**: Organizers can leverage the **Availability Display** (Verfügbarkeitsanzeige) to identify free time slots for participants before finalizing invitations. 
- **Availability vs. Acceptance**: If a participant has enabled the Availability Display, the organizer can see if they have a free time slot; however, a "free" status indicates availability only and does not mean the participant has accepted the invitation.

### Resource Booking
The calendar integrates with physical asset management. Through the **Resources** tab, users can directly book physical resources they have permission to access, such as:
- Meeting rooms.
- Mobile projectors or other technical equipment.

## Privacy and Permissions
A key feature of the system is the **Private Appointment** (Privater Termin) setting. When an appointment is marked as private, it overrides all existing calendar sharing permissions.

- **Visibility**: Only the organizer and explicitly invited participants can view the details (content and title).
- **External View**: For all other users with access to the calendar, the entry is simply labeled as "Private" (or "Privat").