Contents
Introduction
This document explains how to use the CorporateTime calendar client to
reserve CSE meeting rooms. CorporateTime has both desktop and a web-based
interfaces. The screen shots in this how-to are from the Windows
application. Use of Corporate Time on other operating systems (or via the web)
will differ slightly in appearance.
Log on to CorporateTime
Follow these steps to log on to CorporateTime for the first time.
(If you've already used the CorporateTime application before, you may
skip ahead to the section How Rooms are Reserved.)
When you start the application for the first time, you will have to configure it to connect to CSE's CorporateTime server. At the sign-in screen above, click the "Other" button.
Click the "New" button to open the Connection Manager window and add a new connection.
When the Connection Manager window opens, enter a connection name at the top (it can be anything descriptive), and in the "Server" field, enter 'csecal1.ucsd.edu'. Click the "Lookup" button. Pull down "Encryption" and select "Affine Cipher". Once the app fills in the rest of the connection details (it may take a moment or two), click "OK."
Click the name of the new connection you've just configured, then click the "Make Default" button. Click "OK." Now whenever you start the CorporateTime desktop application, it will use the CSE calendaring server by default.
At the Sign-In screen enter your name and password. Be sure to just use your last name, not your Unix/Windows account name (ex. Smith, not fsmith). If there is more than one "Smith" in the system you will get a dialog box that lets you choose your own name. Click the "Sign-In" button and your calendar and agenda windows should open.
How Rooms are Reserved
Reserving a meeting room is a simple process. Meeting rooms in CorporateTime are referred to as "resources." Resources can be anything from rooms to audio-visual equipment to shared projects. Resources are treated like any other calendar object, and you "invite" them to your meeting as you would a person. Since each resource has its own agenda, inviting them in this way ensures that no scheduling conflicts can occur.
There are a few different ways to "invite" a room to a meeting you wish to create.
The easiest way is to look at the calendar for that room's resource, see when it will
be unoccupied, and create a meeting for the desired time. Another way is to create a
meeting in your own agenda at a time you have free, and invite the room resource as you
would invite a person or group. CorporateTime has the ability to check for scheduling conflicts
among both people and resources and can suggest times when all meeting invitees are available to attend.
Because you are inviting a room as well, it can check to see when others may have the room reserved and
can suggest alternate meeting times. Please note that automatic scheduling is only as good as the data
with which it has to work. If someone you are inviting does not have all their meetings entered into
Corporate Time the system may show them as "available" when they are not.
Reserving a Room by Viewing a Resource's Agenda
Use this method to reserve a room when you want to pick a meeting date and time based on when a room is available.
From your personal agenda window, click on the "Open an Agenda" icon. When the "Open Agenda" window opens, click the magnifying glass icon to the right of your name.
In the "Directory Search" window, click the "Resources" tab at the top. If you know the resource name of the room you wish to invite, you can enter it in the "Resource name" field. If you want to see a list of all resources, click the "Search" button to search for resources. From the list at the bottom, click the room you wish to have your meeting in, and then click "OK."
You will see that the room's resource name appears in the "Open Agenda" menu. Click "OK" to view its agenda.
ALTERNATIVE OPTION: You can enter 'res:ap&m' into the "Open Agenda" window and you will get a list of resources in AP&M to choose from.
You will now see an agenda window much like the one you use for your own scheduling,
except this agenda is for the room resource you chose (the window's title bar will tell
you which agenda you are looking at). As you can see from the screen capture above, this particular
room is occupied from 9:30am to 12 noon. To schedule your meeting at (for example) 12:30pm,
double-click the 12:30pm time slot. For longer time slots just click and drag to highlight the full
time period required for your meeting, left click and choose "New Meeting."
If would like to see a Week  or
Month  view for the room before scheduling your meeting, just select the appropriate icon.
The "New Meeting" window will open, and you can see that CorporateTime has invited you and the room
you wish to reserve, at the time and date you clicked from the calendar view of the room's agenda.
Fill in the "Title:" field with a short description of the meeting, and the "Location:" field
with the building and room number you reserved. You can also click the "Details" tab and add information
your invitees will see when they receive email notification of your meeting. If desired, you can now invite other individuals or groups to your meeting.
(See Inviting Other Individuals or Groups to Your Meeting.) If you do not need to invite anyone
else to your meeting, you can Complete the Room Reservation Process.
Reserving a Room by Viewing Your Agenda
Use this method to reserve a room when you want to pick a meeting time and date based on when you have time free on your own schedule.
From your own agenda, click the time that you wish to start your meeting.
From the "New Meeting" window which opens, invite a room (or any other resource) by clicking the magnifying glass, and then click on the "Resources" tab. Enter the resource name at the top of the window, or click the "Search" button and select a room from the list on the left. Double-click the room name or click the "Add" button to add it. Click "OK."
After you select which room you want, you are taken back to the "New Meeting" window to add other information.
Notice one important detail, however: the "Location:" is filled in with the room you just invited.
CorporateTime assumes that because you invited a resource before inviting any people, that resource is
probably a room and so it uses it as the meeting location. This is the primary difference between the
previous method where you had to manually add the room building and number to the "Location:" field.
Fill in the "Title:" field with a short description of the meeting. You can also click the "Details" tab and add information
your invitees will see when they receive email notification of your meeting. If desired, you can now invite other individuals or groups to your meeting.
(See Inviting Other Individuals or Groups to Your Meeting.) If you do not need to invite anyone
else to your meeting, you can Complete the Room Reservation Process.
Inviting Other Invidviduals or Groups to Your Meeting
The easiest way to invite people to your meeting is to enter their last name in the "Add:" field in the "New Meeting"
screen and click the check mark icon next to that field. If more than one account exists with the last name you entered, a dialog will
appear to allow you to select the appropriate person to invite.
By clicking the "magnifying class icon"  you can also use the "Directory Search"
screen if you do not know the full name of all your invitees or if you wish to invite more than one person. Just fill in any part
of a person's name in the top boxes and then click the "Search" button in the middle of the "Directory
Search" screen. In the menu on the left side of the bottom pane, you will see a list of all the people
in the CorporateTime database that match your search. If you leave all the fields blank you will get a
list of everyone who can be invited to meetings. Click the name of the person you wish to invite and
then click the "Add" button. Multiple names can be selected by holding down the control key while you click.
Corporate Time accounts are available to all CSE Faculty, Staff,
and PhD students upon request.
Corporate Time also allows for the invitation of groups. We have created many groups that correspond
to CSE mail lists for your use. To use groups select the "Groups" tab at the top of the "Directory Search"
window. You will see a list including CSEFaculty and many of the department committees. you may also create
your own personal customized groups for anyone with Corporate Time accounts.
Because the search feature only lists 100 names at a time, the person you wish to invite may not appear
in the inital list of names. Click the double arrow icon (to the right of the "Search" button) to move forward
through the list of potential invitees. Once you are done inviting people to your meeting, click "OK." You
are now ready to Complete the Room Reservation Process.
REMINDER: When you create a meeting and invite others, they can decide whether
or not to attend and/or keep that meeting in their personal calendar. You will be
able to review RSVPs to your meeting by clicking on the meeting in your personal calendar.
A green check mark next to invitee's name indicates they will attend, a red "X" means they will not,
and a question mark indicates they have not taken any action to respond.
Completing the Room Reservation Process
Once you are done inviting others, you can change the meeting options, such as the duration,
reminders, details, etc. In the example above, the duration has been changed to one hour and reminders
have been turned on.
IMPORTANT: Before you finalize the reservation, it's a good idea to make sure that everyone can attend the new
meeting you are proposing. Other invitees may have prior commitments scheduled at the proposed meeting time.
Click the "Check Conflicts" button at the bottom of the "New Meeting" screen to verify that everyone can attend. Again, keep in mind the
conflict check function is only as good as the data in the system.
In this example, one of the attendees has a conflict at the time you wish to have your meeting.
You can leave the room reservation as is (and let the invitee decide whether or not to change their conflicting
meeting) or try to find a time when all invitees are available. To have Corporate Time propose a time when all
invitees are free, click "OK" to go back to the "New Meeting" window.
From the "Tools -> Options" menu, select "Suggest Date/Time".
From the "Suggest Date/Time" window, pick the date and duration ranges,
uncheck weekends and holidays and then click "List Suggestions".
You will see the times and dates closest to your original meeting
proposal time for which no conflicts occur. Select one from the list
and click "OK" to go back to the "New Meeting" window.
The time and date will automatically change, while any other meeting
details you've set up will be preserved. Click "OK" from this window
to propose your meeting. You will be able to see the new meeting
proposal on your and the room's agenda. If you are done proposing meetings,
you can close the agenda window.
You can also propose another meeting in the current or a different room
by following the steps
in How Rooms are Reserved.
Once your meeting has been proposed, it is sent to CSE administration for
approval. You will be contacted by phone or email within one business day
only if your request is denied. Requests will generally only be denied if
the reservation does not conform to the CSE Room Reservation Policies.
If you need to change or delete any aspects of the meeting (time, date,
invitees, details, etc.) after it is in the system, you can simply log back
into Corporate Time, highlight the meeting and make the desired changes.
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