Tag Archives: meeting manager

Accessing Your Schedule on Your Phone For Free

Many people love the simplicity of our scheduling software, Pro Schedule for scheduling appointments and Meeting Manager for scheduling meeting rooms or resources. The Windows editions of this software is easy for just about anyone to install and use. The problem is that more and more people need to access schedule information on their phone when out of the office.

Our Web editions: Pro Schedule Web and Meeting Manager Web can be accessed from a phone’s web browser but these applications can be tricky to setup and maintain for smaller organizations without an in house IT department. A very affordable alternative is to use the HTML calendar export feature.

Often organizations have just one person managing a schedule for appointments or rooms and resources. Many other people however, need to view this schedule but don’t need to add to or modify the schedule. A very affordable solution for this scenario is to use the HTML calendar export feature.

The first step required is to have a website setup where you can easily manage web pages or posts. One extremely popular and easy to use website management system is WordPress. Once you have WordPress setup on your site you can create a special page where you will maintain your schedule.

From Pro Schedule or Meeting Manager view the schedule you want to share and choose View | Schedule HTML Report from the main menu. This will create a web page version of your schedule. Save this file somewhere and you will then be asked if you want to open it. Say yes and the schedule will appear in your browser. Press Ctrl+A to select the entire schedule and then Ctrl+C to copy it. Go back to your WordPress page and press Ctrl+V to paste the schedule. Save it. Now you have a web page with the current schedule your people on the road can easily view on their phone or workstation without requiring expensive software licenses.

Putting a Calendar Schedule on Your Website

A common request we get from customers is how to put the calendar from our scheduling software on their websites. Most customers that ask this question simply want a static page that people can view but not change. Our Pro Schedule and Meeting Manager event scheduling software both do have web editions but using this software provides another layer of expense and maintenance. A simpler cheaper way is to use a static HTML representation of the schedule.

All our Windows scheduling software can save the currently viewed schedule to an HTML file. This includes: Pro Schedule, Meeting Manager, Class Scheduler and Employee Scheduler. To save the current schedule view to an HTML file chose View | Schedule HTML Report from the main menu. You will be prompted to save the HTML. After saving this file you can upload it to your web site.

Continually saving your schedule and uploading it to your website is very time consuming. To save time you could use a program like the free Core Ftp to create a batch file to upload it directly to your site.

How To Use Core FTP To Upload File With a Single Click

  1. First download Core Ftp free here and install.
  2. Create a site profile in Core Ftp by choosing Sites | Site Manager from the menu. Click New Site and enter the FTP details for your server.
  3. Create a batch file with any text editor like Notepad. It must end in the extension .bat.
  4. Enter something like the following text in this batch file:
    “C:\Program Files\CoreFTP\coreftp.exe” -O -site MySiteProfile -u c:\myschedulefile.html -p /public_htm/mydirectory/
    Change the path to coreftp.exe if it is different on your machine. Change MySiteProfile to the name of your site profile you created in Core Ftp. Change c:\myschedulefile.html to the path of the html file you saved from our software. Change /public_htm/mydirectory/ to the path on your web server where you want to access the file from.
  5. Save the .Bat file somewhere like on your Desktop and double click it whenever you want to upload.

CyberMatrix Calendar Software New Year Problem

On January 2, 2015 we heard from several calendar software (Pro Schedule and Meeting Manager) customers with the same problem. When trying to add a new appointment or booking they saw an error message stating that “Your schedule end date is earlier than today. Would you like to change it to one year in the future?”. On choosing Yes, another error could appear saying something like: “The new booking end date will cause double bookings due to the booking with ID 31245”.

This is an annoying situation but unfortunately it is a side-effect of how the scheduler was originally designed. Fortunately, the situation is easy to resolve. The solution involves temporarily allowing double bookings, updating the End Date to five or ten years in the future and then again disallowing double bookings. Here are the exact steps:

  1. From the main menu choose Tools | Options.
  2. For Pro Schedule choose Schedule for Meeting Manager stay on General.
  3. Make sure the Allow Double Booking is checked.
  4. Choose the Date/Time tab.
  5. Ensure Default End Date is unchecked.
  6. Click the year in Booking End Date.
  7. Enter either 2025 or 2030.
  8. Press OK.
  9. Go back to the Options Screen and uncheck the Allow Double Booking box.
  10. Press OK to save.

That will solve the problem for another five or ten years. But the same thing will happen when the next Booking End Date is reached. This is why we are now recommending changing the End Date setting to five or 10 years into the future instead of one year into the future. In the past, we recommended one year because this would give the software better overall performance. At this point though, the scheduler has been optimized so that any performance benefit of a one year end date will hardly be noticeable.

The problem with this solution is that all recurring events having the current End Date will be changed to have the new End Date. This may cause double booking of appointments at some time in the future.

To minimize these problems we released updates on Feb 2015 so our software no longer has this particular error message. However, adding any recurring bookings with an End Date in the past will still result in an error that prevents saving the booking until the End Date is changed. We apologize for this annoyance and want to assure all customers that the upcoming Event Scheduler software will use an unreachable End Date (100 years in the future) to deal with this problem.