How Do I Check the Availability of the Participants in My Events?

You can check the availability of the participants in the events you create. The check availability feature retrieves the time slots from all of the participants' calendars and provides a graphical interface with the time slot that suits all the participants.

To check the availability of the participants in your events, perform the following steps:

Create the event and add the participants of the event. See How Do I Create an Event?

The participants are added in the Invitations and Reservations window.
After adding the participants, click Check Availability.

The Availability window appears showing the following options:
- A legend showing the various color coding schemes used to indicate the status of a participant of the event as per the calendar.
  
  The following options are available:
  - Free: The participant does not have any event at this time and is available.
  - Confirmed: The participant has accepted an event at this time.
  - Busy: The participant is busy at this time.
  - Tentative: The participant's status is tentative and may be available during this time.
  - Unknown: The participant's email address could not be verified and hence the calendar details are not available.
- At the bottom of the Availability window, the following options are available:
  - Auto Select Time: Click this option to automatically select the first available slot that suits all participants of the event. The time slot is highlighted in the availability portion of the slot with a green border.
  - Earlier, Later: To select other slots when the participants are available, use the Earlier and Later.
Click Auto Select Time to find the first available time slot during which all participants are available.

You can select a later or earlier slot by clicking Later or Earlier.
Click Accept to set the time of the event when you have found a suitable time slot for organizing the event.

The attributes of the event is set based on the time slot selected.

Note - Error messages appear when attempting to add the following types of users to invitations: inactive users,. deleted users, Calendar Server 7 users that do not have provisioned calendars, or users who have provided None or Check Availability statuses in their Privacy Settings. For more information on Managing Scheduling permissions, see: How I Set Calendar Privacy Settings?

Calendar Server 6 users can add the following users and resources to the invitation list to their events:

Calendar Server 6 users/resources, but without ability to check if the invitees are inactive users or deleted users
Calendar Server 7 users/resources by manually adding the Calendar Server 7 resource email ID

Calendar Server 7 user can add the following users and resources to the invitation list:

Calendar Server 6 users
Calendar Server 6 resources by manually adding the resource email ID
Calendar Server 7 users who have allowed Invite or Manage permission to the event organizer