In order to create a new calendar appointment, click on the plus icon in the top right corner of the calendar view:
In the screen that opened, you are able to enter details about the appointment, i.e. state, title message, location, start/end time, forwarding and caller id settings (only if using 3CX).
Each new appointment requires the specification of a state. Click on the field next to “State” and choose the state that best describes the appointment you are creating.
You can use the “Message” field in order to specify the details of the appointment (e.g. “Dentist Appointment”, “Marketing Presentation”, etc.). If no message is specified, the state name will be used instead.
The location field can be used to detail your whereabouts. Note that it is not required to set this field. If no location has been specified, nothing will be shown.
Start and End Time
Appointments require the setting of start and end time. When these values are spanning several days, Totalview will automatically assign the same specifications for all days in between.
When making an appointment, you are able to define your forwarding settings. You can usually choose between:
- Do not forward
- Keep current
- All calls to Mobile (i.e. your mobile number)
Additionally, administrators can set up additional forwarding options in the Totalview Admin (e.g. “External calls to Reception”, “All calls to Reception”, etc.). If none of the options suffice, you can click on “More Options” and then click on “To Phone” to enter your own custom number.
Do Not Disturb
The Do Not Disturb (DND) setting allows you to cut off any incoming calls that should reach your phone, playing a busy sound to any caller. In order to specifiy DND you have to click on “Phone”, then click on “More Options”, click on “DND” and select either “Keep”, “On” or “Off”.
Outbound Caller ID (3CX only)
Totalview allows you to change the caller ID (i.e. phone number) that is shown on a receiving device when you make a phone call. When specifying an appointment, you can find this setting by clicking on “Caller ID”. You will then be presented with a list of options. While these options depend on your particular setup and use of templates, the following are usually present:
- Keep – No changes are done with regards to Outbound caller ID
- Work – The Outbound Caller ID is set to the user’s default work number
- Mobile – The Outbound Caller ID is set to the user’s default mobile number
- Hidden – No ID is shown
Call Groups (3CX, Broadworks and IPOffice only)
If you are a member of a call group, you can have Totalview set your call group sign in/out state when changing the Totalview state.
You can use the predefined settings in the selected template, or you can add or remove call groups.
The Totalview client for iPhone provides you with the possibility to detail the project or job you are working on. You can find it in the section “Work Specification”. Simply select your work options from the top and down in order to specify your current work. If you are frequently working on the same projects, you can instead select your latest projects by clicking on the “Recents” view.
Once done, you either click “Save” to confirm the appointment or “Cancel” to return the calendar. In case the new appointment overlaps with an existing one, you will get a warning dialog, prompting you to decide whether to continue or cancel.