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Calendar integration settings can be applied to individual users in two ways, a user can be included or excluded from Bookings if they are the organiser of the Booking, or the Auto-fill feature can be enabled or disabled against the User's timesheet.  By default, the Allow Auto-Fill On Timesheets For Incoming Booking checkbox is checked for new Users.

Please note that you can also configure which Task Types may be used as Auto-Fill bookings on the Timesheet screen. For more details on setting this up please see Configuring a PA mailbox in Chase.

If dealing with a team, a Traffic Manager might not want to be included as a participant on all Bookings assigned to Users.  The Include as Participant on Incoming Booking option can be used by a Traffic Manager if they are adding Bookings for themselves, or would like to be included on certain Bookings.

Below are steps to show you how to set up Users for the Calendar integration.

Step-by-step guide

  1. From the Configuration screen, click the Resources group to expand it and select Users.

  2. On the Users screen, click the Advanced Edit button against the User you want to set up.

  3. Enter the number of Timesheet Hours the User is expected to log on a daily basis, in the Target Hours field.  

  4. Enter the percentage of the target hours that are billable, in the Target Billable field. 

    Both the Target Hours and the Target Billable fields will be used on the Resource Planner to determine an employee's availability.  For example, if part of the daily available hours (6 hours) has been allocated to the User, the placement on the Resource Planner will change colour and indicate the number of hours allocated to the User for the day.

  5. Check the Include as Participant on Incoming Booking checkbox. 

    This allows the organiser of a Booking to assign tasks to themselves as well as other users. For example, if the Traffic Manager creates a Booking and assigns it to a Timesheet User, the Traffic Manager will also be assigned to the Booking and must capture time against it. 
  6. Check the Allow Auto-Fill On Timesheets For Incoming Booking checkbox. 

    Checking this option adds the Auto-Fill Time button on the Timesheets Home page. This allows users to view a list of all Bookings and add them as Timesheet entries for the date range selected. For more details on this feature, please follow this link How to use the Auto-Fill Time feature.

  7. Check the Always show User on Resource Planner checkbox and click the OK button to save changes made to this User. 

    If checked, the user will always be visible on the Resource Planner even if the user has not been assigned

    You will be redirected to the Users screen.