Activity Organizer

Similar to the Outlook calendar, an 'Organizer' field exists to help facilitate how calendar Activities are scheduled. By incorporating the Organizer field within the Centerbase calendar, we have enhanced the relationship between O365 and Centerbase, creating a more streamlined calendar experience for users.

Creating the Activity

When creating a new Activity from the Centerbase calendar, the creator has the option to sync the appointment with Outlook. If enabled, scheduled attendees in Centerbase will receive the invite as an Outlook meeting from the Activity Organizer, and the meeting will automatically populate on the user’s Outlook calendar.

Note: An Organizer is required in order to sync with O365

The response status for each attendee is automatically sent from Outlook to Centerbase once a response is received. This status will be listed below the attendee name when viewing the Activity from the Centerbase calendar (see below). 

* If an invited user declines the invite, the activity will still exist in Centerbase. It will not delete the activity.

The Organizer of the Activity will default to the user creating the appointment, if the creator is connected to Office365 with their Outlook calendar synced. For more information, reference the article on Office 365 Calendar Sync.

Once the Activity is scheduled and synced with Outlook, the Organizer will be shown as a read-only field on the appointment form.

Setting the Organizer

If the Organizer needs to be set, the user can click the Organizer button to bring up a dialog with a user lookup to select and schedule the Organizer. The Organizer must be connected to Outlook and scheduled as an attendee on the Activity. 

The Organizer cannot be changed if the Activity is linked to an Outlook event. If the Activity is already linked to Outlook, the Organizer button will not appear near the “Scheduled” list.

Making Changes to the Activity

If changes need to be made to the Activity after it is sent, users that have edit access to the activity can make the change. Security can be set so that only certain individuals have the ability to make edits. These include: appointment Organizer, appointment creator, and Admin users in Centerbase.

That is done through System Settings > O365 > Use System Security when Editing > No

When making changes to an Activity, Centerbase will notify the user that upon saving, invites will be resent to scheduled Outlook users (similar to how Outlook operates upon changing an appointment).

* Only Centerbase users will get an invite, not third-party attendees.

Reminders

• The creator of a new Activity will be assigned as the default Organizer, if connected to Outlook.
• The Organizer must be connected to Office365 with their Outlook calendar synced.
  • Activities require an Organizer in order to sync with Outlook. 
  • If users try to create or change an appointment for someone without the Outlook sync configured, an error message will appear.
• The Organizer cannot be changed if the Activity is linked to an Outlook event.
• Once the Activity is linked to Outlook, the Organizer button will no longer appear near the “Scheduled” list. The Organizer will be listed as a read-only field on the appointment form.