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Setting Up Calendar Events

 This article reviews how to enable events visitors can check in to on the ALICE Directory.

The Event Calendar feature of ALICE Receptionist displays events created through Outlook and Google Calendar. Visitors can view and check in to events scheduled for the day. To utilize this feature, you will need an email address specific to your ALICE Directory and Events email.

Enabling Events

To utilize events, an ALICE Portal administrator must enable the Events feature. Under the AVM Menu tab in the Visitor Management's Check-in Settings section, enable "Calendar Event Check-in."

Calendar Event Check-in Option

Creating an Event

To create an event available for check-in on ALICE Receptionist, locate your Events email through the ALICE Configuration Portal.

Navigate to the Directories tab under the Directories section of Directory Management. Click the Editing Pencil by the directory you wish to set up the event for.

In the pop-up window, click the "AVM Settings" section to expand it and scroll down to find the "Events Email" field. To access this email more quickly, add the address to your organization's contact list.

This  email address is unique for each ALICE Directory.

In your calendar app, create a new event. Include the ALICE Events email from the portal in the Attendees section of the event. Finish finalizing the event details. The information visible to visitors will include the Title, Date, Time, Location, and Description. Save the event.

Outlook New Event 2

An Event listing will appear on the ALICE Directory on the scheduled day of the event. Visitors can only see events on the day they occur. They cannot view past or future events scheduled on different days.

Updating an Event

Editing the event through Outlook or Google Calendar allows you to make any scheduling or information changes to the event. When you save your changes, choose the option to send out the update email to attendees so the AVM can update the changes on your system. A directory reboot is not required—changes made will become visible on the AVM within a few minutes. If you do not see your changes back out of the check-in process to the first check-in screen, wait another minute and start the check-in process again.