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2 <head>
3 <title>GroupCalendar User's Manual</title>
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20 </head>
21 <body>
22 <span class="title"><img align="absMiddle" src="Images/CalendarIcon.jpg">GroupCalendar Instructions</span>
23 <h2>Contents</h2>
24 <ul>
25 <li>
26 <a href="#Install">Installing</a>
27 <li>
28 <a href="#Access">Accessing the calendar</a>
29 <li>
30 <a href="#Setup">Quick setup</a>
31 <li>
32 <a href="#Calendar">The calendar display</a>
33 <li>
34 <a href="#Attending">Viewing and attending an event</a>
35 <li>
36 <a href="#Add">Adding an event</a>
37 <li>
38 <a href="#Edit">Editing an event</a>
39 <li>
40 <a href="#Delete">Deleting an event</a>
41 <li>
42 <a href="#Attendance">Event attendance</a>
43 <li>
44 <a href="#AddPlayer">Adding players manually</a>
45 <li>
46 <a href="#Group">Party/Raid management</a>
47 <li>
48 <a href="#Ignore">Ignoring other player's events</a>
49 <li>
50 <a href="#Admin">Guild administrator setup</a>
51 <li>
52 <a href="#Manual">Manual setup</a></li>
53 </ul>
54 <h2><a name="Install">Installing</a></h2>
55 <p>The GroupCalendar addon is installed just like any other addon. If World of
56 Warcraft is running you should exit from the game before installing. Extract
57 the contents of the GroupCalendar.zip file and then copy the resulting
58 GroupCalendar folder to your World of Warcraft's Addons folder located inside
59 the Interface folder.</p>
60 <p><span class="GameFontHighlight">Windows users:</span>
61 The Addons folder can normally be found at
62 <span class="Cmd">C:\Program
63 Files\World of Warcraft\Interface\Addons</span></p>
64 <p><span class="GameFontHighlight">MacOS users:</span>The Addons folder can
65 normally be found inside the Interface folder which is located inside the World
66 of Warcraft application folder</p>
67 <p>IMPORTANT: Depending on your unzipping application, you may end up with the
68 addon folder inside another folder. Look inside the GroupCalendar folder and
69 verify that there's a file named GroupCalendar.toc. If you don't see this file
70 and see another folder instead, open that folder and look for the file. The
71 folder containing the .toc file is the one which should be copied to your World
72 of Warcraft addons folder.</p>
73 <p>The addon is now installed and you can now launch World of Warcraft.</p>
74 <h2><a name="Access">Accessing the calendar</a></h2>
75 <p>There are two ways to open the calendar: either use the /calendar command or
76 click the calendar icon in the upper-right corner of your minimap. The calendar
77 icon replaces the sun and moon icons normally found on the minimap and also
78 replaces the time tooltip with a display of the current date and time,
79 including local time if it is different than the server time.</p>
80 <h2><a name="Setup">Quick setup</a></h2>
81 <p>If you are in a guild and a guild administrator has set up your guild for
82 automatic configuration then you will only need to make sure that you are set
83 to use automatic configuration. If you are not in a guild or your guild does
84 not use automatic configuration, skip to the section on Manual configuration to
85 set up the addon.</p>
86 <p>To verify that the addon is set for automatic configuration, open the calendar
87 and click on the Channel tab at the bottom of the window.&nbsp; The checkbox
88 labeled "Automatic channel configuration" should be checked.&nbsp;</p>
89 <div align="center"><img src="Images/ChannelSetup.jpg"></div>
90 <p>If automatic configuration is working correctly, you will see a channel name and
91 a series of *****'s in the password field.&nbsp; At the bottom of the window
92 you should see the message "Data channel is connected."</p>
93 <h2><a name="Calendar">The calendar display</a></h2>
94 <p>The calendar will always open to the current month with an animated marquee
95 around the current date. To see the schedule for today or any other date simply
96 click on on that day in the calendar and that day's schedule will open
97 alongside the calendar.</p>
98 <p>To choose a date in another month, use the arrow buttons located on either side
99 of the month name to switch to the previous or next month.</p>
100 <P>To quickly return to the current date, use the downward pointing arrow in the
101 top right corner.</P>
102 <P>GroupCalendar normally displays events using server date and time.&nbsp; If you
103 want to display and edit events using your local date and time, uncheck the Use
104 server dates and times checkbox.</P>
105 <div align="center"><img src="Images/DaySummary.jpg"></div>
106 <h2><a name="Attending">Viewing and attending an event</a></h2>
107 <p>To view details for an event select the date and then select the event from the
108 list of events for that day.</p>
109 <div align="center"><img src="Images/ViewEvent.jpg"></div>
110 <p>From the event viewer you can sign yourself up for the event so that the event
111 organizer knows you want to attend.</p>
112 <p>To sign yourself up choose which of your characters you want to attend on and
113 then check the Yes box.</p>
114 <p>If you can't attend the event and want to let the organizer know, check the No
115 box.</p>
116 <p>You can optionally add a comment to explain special circumstances for your
117 attendance. For example you may say that you're attending but that you'll be
118 late, or you may want to give a reason why you won't be attending.</p>
119 <P>The Status at the bottom of the window shows what's happening with your
120 attendance request.&nbsp; Possible messages are:</P>
121 <p>At the bottom of the event viewer is a status message. This will be one of
122 several message indicating the status of your attendance feedback:</p>
123 <ul>
124 <li>
125 <span class="GameFontHighlight">No response sent</span>
126 You haven't provided any response for this event
127 <li>
128 <span class="GameFontHighlight">Waiting for confirmation</span>
129 You have sent a response but it hasn't been received and processed yet by the
130 event organizer
131 <li>
132 <span class="GameFontHighlight">Confirmed - Accepted</span>
133 The event organizer has received your request and you have been added to the
134 event
135 <li>
136 <span class="GameFontHighlight">Confirmed - On Standby</span>
137 The event organizer has received your request and has put you on the standby
138 list for the event
139 <li>
140 <span class="GameFontHighlight">Confirmed - Declined</span>
141 The event organizer has received your request and has declined your request to
142 attend</li>
143 </ul>
144 <h2><a name="Add">Adding an event</a></h2>
145 <p>To add an event click on the day that you want the event to take place, then
146 click the New Event button in the schedule window.</p>
147 <div align="center"><img src="Images/AddEditEvent.jpg"></div>
148 <p><b>Event</b> is used to set the icon for the event and will also be used as the
149 title if you don't provide a title of your own.</p>
150 <p><b>Title</b> sets an optional title for the event</p>
151 <p><b>Time</b> sets the start time for the event. Birthday events will not show a
152 Time field.</p>
153 <p><b>Duration</b> sets how long the event is expected to last. Birthday events
154 will not show a Duration field.</p>
155 <p><b>Levels</b> sets an optional level range for the event. Players who are not
156 within the specified level range will see the event as dimmed in their calendar
157 and will not be allowed to provide attendance feedback for the event. The level
158 range field is not display for Birthday or Meeting events.</p>
159 <p><b>Description</b> sets an optional description for the event. This could be
160 used to clarify which part of a dungeon the event will cover or what a
161 meeting's agenda will be.</p>
162 <P>To automatically sign yourself up for the event, check the "will attend" box at
163 the bottom of the window.</P>
164 <p>Once you've set up your event, click the Done button to save it to the calendar.
165 If you change your mind and don't want the event, click the Delete button.</p>
166 <h2><a name="Edit">Editing an event</a></h2>
167 <p>To edit an event select the date in the calendar and then click the event in the
168 day schedule. You can then make any changes to the event and click the Done
169 button to save the changes to the calendar.</p>
170 <h2><a name="Delete">Deleting an event</a></h2>
171 <p>To delete an event select the date of the event in the calendar and then click
172 the event in the schedule window. In the event editor click the Delete button
173 and then confirm the deletion in the dialog which appears.</p>
174 <h2><a name="Attendance">Event attendance</a></h2>
175 <div align="center"><img src="Images/Attendance.jpg"></div>
176 <p>GroupCalendar has the ability to track attendance responses to dungeon and
177 meeting events (there is not attendance feedback for birthday events).
178 Additionally, attendance requests can be processed automatically using
179 specified class limits or the requests can be manually processed.</p>
180 <p>To use manual confirmations turn off Enable automatic confirmations. Users who
181 request to attend your event will always be placed into the standby list in
182 this mode. You can then use the menu next to their name to change their status
183 to Accepted or Declined if desired.</p>
184 <p>To use automatic confirmations turn on Enable automatic confirmations. You can
185 then specify limits for your event using the Settings button. Those limits
186 instruct GroupCalendar how many people you want for your event as well as what
187 class composition you want.</p>
188 <P>The Add button at the bottom of the attendance view can be used to manually add
189 players to the event.&nbsp; See the next section on manually adding players for
190 more information about this feature.</P>
191 <div align="center"><img src="Images/ConfirmationLimits.jpg"></div>
192 <p>When using limits, players will be confirmed for the event using these rules:</p>
193 <p>If there's a minimum set for their class and that minimum hasn't been met, the
194 player is confirmed</p>
195 <p>If there's a maximum set for their class and that maximum has already been
196 reached, the player is placed on standby</p>
197 <p>If there's a maximum number of players set for the event and it hasn't been
198 reached then the player is confirmed</p>
199 <P>Otherwise, the player is placed on the standby list</P>
200 <p>This may seem confusing but hopefully you will find that players are accepted
201 for your group in the way you would expect. It's fairly easy to understand how
202 minimums work since that class will simply be filled in until the minimum is
203 reached. How spaces are given out between the minimum and maximum values may
204 seem a little confusing however. At the bottom of the limits window is the
205 total of all the minimums you've entered for all classes combined as well as a
206 setting for the maximum size for the event.&nbsp; The players between these
207 minimum and maximum values are considered "extras" and those extra slots will
208 be made available on a first-come-first-served basis to all players, as long as
209 the maximum for a player's class hasn't been reached. For example, if the total
210 of all the class minimums is 32 players and the maximum size of the raid 40
211 players, then there are 8 spaces available for extra players. These slots will
212 be given out to the first players who request them, unless the maximum for that
213 players class has already been reached.</p>
214 <p>Using a minimum value for a class ensures that space will be reserved in your
215 event for that many players of the class.&nbsp; Leaving minimum blank is the
216 same as setting the minimum to zero.</p>
217 <p>Using a maximum value for a class ensures that you won't fill all of your extra
218 spaces with only that class.&nbsp; Leaving maximum blank means that there is no
219 maximum for the class and that it's ok for all of the extra spaces to be filled
220 by that class.</p>
221 <P>If you don't want any players at all of a certain class, set the maximum for
222 that class to zero.</P>
223 <h2><a name="AddPlayer">Adding players manually</a></h2>
224 <p>To add a player manually to an event first select the event and then go to the
225 Attendance tab.</p>
226 <p>You can then add players in one of two ways. The basic way is to click the Add
227 button at the bottom of the attendance view and fill in the various fields of
228 the Add Player dialog. If the player is in your guild then you only need to
229 provide their name and the other fields will be filled in automatically.</p>
230 <p>Alternatively you can add players via whispers. This is especially useful if
231 your guild customarily does signups for events by having player whisper for
232 invites at the start of the event rather than signing up in advance. At the top
233 of the attendance list for the event there will be a category named Recent
234 Whispers (this category won't be present if you aren't the creator of the event
235 or if nobody has whispered you since you logged on). Use the menu next to the
236 first whisper and choose Add Player to bring up the Add Player dialog.</p>
237 <div align="center"><img src="Images/AddWhisper.jpg"></div>
238 <p>Here you can see the last whisper from that player and decide what to do with
239 them. If you want to add them to your event, fill in any missing fields and
240 choose whether they should be set to Accepted or to Standby. Optionally, you
241 can provide a response whisper, usually a confirmation that they've been added.
242 This response whisper will be remembered and used for subsequent players as you
243 add them.&nbsp;Click the Save button to add the player to the event and that
244 whisper will be removed and the next whisper will automatically be displayed.</p>
245 <p>If the whisper isn't related to the event you can click the Delete button and it
246 will be discarded and the next whisper will be displayed</p>
247 <p>If you don't want to process any more whispers, click the Done button to save
248 and exit from the dialog or the Cancel button to exit without doing anything
249 with the current whisper.</p>
250 <h2><a name="Group">Party/Raid management</a></h2>
251 <p>GroupCalendar can assist you with putting your party or raid together for your
252 event. It can automatically choose players for your party, invite those players
253 to your group, and help fill extra spaces when people have to leave.</p>
254 <p>To access the party/raid management features, open your event and go to the
255 Attendance tab. There you will see two tabs on the attendance list, All and
256 Group. Select the Group tab.</p>
257 <div align="center"><img src="Images/Group.jpg"></div>
258 <p>This view shows all of the attendees who are either accepted or on standby for
259 the event as well as any players currently grouped with you, including your own
260 character. All players will show a status in parenthesis next to their name.
261 Possible values are:
262 <ul>
263 <li>
264 <span class="GameFontHighlight">Joined</span>
265 The player is in your party or raid. Note that your own character will always
266 show this as its status
267 <li>
268 <span class="GameFontHighlight">Ready</span>
269 You have accepted the player for this event but have not yet invited them to
270 your party or raid
271 <li>
272 <span class="GameFontHighlight">Standby</span>
273 You have accepted the player as a standby for this event but have not yet
274 invited them to your party or raid
275 <li>
276 <span class="GameFontHighlight">Invited</span>
277 You have invited the player to your party or raid but they have not yet joined
278 the group
279 <li>
280 <span class="GameFontHighlight">In another group</span>
281 You have invited the player to your party or raid but they are already in
282 another group
283 <li>
284 <span class="GameFontHighlight">Declined invitation</span>
285 You have invited the player to your party or raid but they declined the
286 invitation
287 <li>
288 <span class="GameFontHighlight">Offline</span>
289 The player is offline
290 <li>
291 <span class="GameFontHighlight">Left group</span>
292 The player had joined your party or raid, but has since left the group</li>
293 </ul>
294 <p>To start forming your group you must first select the players you want to have
295 join. You can manually select players by using the checkbox next to their name.
296 Note that if they're already in your party or raid there won't be a checkbox
297 and you can't select them.</p>
298 <p>To automatically select players click the Select Players button. This will give
299 you a class limits dialog very similar to the one used for automatic
300 confirmations. Read the section above about how automatic confirmations work
301 for an explanation of how the limits in this dialog work as well.</p>
302 <div align="center"><img src="Images/AutoSelect.jpg"></div>
303 <p>The automatic selection dialog has one additional setting for Priority. Use this
304 to determine if players should selected based only on their signup date or if
305 top priority should be given to higher guild ranks with signup date used to
306 determine who is selected within each rank.&nbsp; Note that guild rank
307 priorities will not work properly if you have players who are not in the same
308 guild as your character.</p>
309 <p>To invite the selected players click the Invite Selected button. This will
310 automatically whisper everyone who is selected telling them what they're being
311 invited to as well as sending them the actual group invite. If they are already
312 in a group and therefore can't be invited then they will receive a second
313 whisper telling them this. You will need to re-invite them once they inform you
314 that they've&nbsp;left their group.</p>
315 <p>If your group is going to be a raid then only the first four invites will be
316 sent initially. Once any of these players has accepted then the party will
317 automatically be converted to a raid and the remaining invites will be sent.</p>
318 <h2><a name="Ignore">Ignoring other player's events</a></h2>
319 <p>If you don't want to see events posted by a particular player you can ignore
320 them by adding their name to the Exclude list in the Trust tab. To add them,
321 enter their name into the Player Name field and click the Exclude button.</p>
322 <p>If you later change your mind you can remove them from the Exclude list by
323 selecting their name and clicking the Remove button.</p>
324 <div align="center"><img src="Images/TrustSetup.jpg"></div>
325 <h2><a name="Admin">Guild administrator setup</a></h2>
326 <p>If you are an officer of your guild with the ability to set members public notes
327 then you can also act as an administrator for GroupCalendar for your guild.
328 This will allow you to specify the channel, channel password and trust settings
329 for members of your guild, making setup automatic for them. This will also
330 allow you to easily change the data channel name and password for the entire
331 guild at once rather than having to pass the new information on to each member
332 individually.</p>
333 <p>On the Channel tab, set the mode to Manual Configuration and enter a channel
334 name and a password for that channel. This is the chat channel which will be
335 used to pass calendar event data between members of your guild.</p>
336 <p>Turn on the Store Auto-config Data in Player Note checkbox and enter the name of
337 one of the members of your guild. It doesn't matter which member it is and
338 using an otherwise meaningless member such as a guild mule is a good idea. The
339 public note for that player will be changed to a configuration string which
340 GroupCalendar will automatically find and use to configure itself for your
341 members.</p>
342 <div class="note">NOTE: When you need to change the data channel password you
343 should also change the name of the data channel. This is because their is no
344 real concept of channel ownership in World of Warcraft (ownership is
345 arbitrarily passed to someone else in the channel when the current owner logs
346 off). This makes it very difficult to change only the password, so whenever
347 changing the channel configuration always change both the name and password for
348 the channel.</div>
349 <p>Finally, go to the Trust tab and set the trust group to Guild Members Only and
350 set the minimum rank at which people are allowed to post events to the
351 calendar.</p>
352 <div class="note">NOTE: If you are in an alliance with one or more other guilds and
353 want to share calendars with them, you should set the trust group to Anyone Who
354 Has Access to the Data Channel. Their guild administrator should set their
355 configuration to match yours. Also, if you need to change the data channel then
356 you will need to notify their administrator so they can change it for their
357 guild as well.</div>
358 <h2><a name="Manual">Manual setup</a></h2>
359 <p>If you are not in a guild or are in a guild which doesn't use the automatic
360 setup feature then you will need to manually configure the channel and trust
361 settings.</p>
362 <p>In the Channel tab set the calendar for Manual Channel Configuration and enter
363 the channel name and password for the chat channel you want to use to exchange
364 calendar data.</p>
365 <p>In the Trust tab set the trust group to either Anyone or Only Those Listed Below
366 depending on your preference. If you set it to Only Those Listed Below then you
367 will need to manually add each person you want to share calendars with to the
368 Additional Players list. Simply enter their name in the Player Name field and
369 click the Trust button to add them.</p>
370 </body>
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