5.1Using the calendar

The Calendar page displays your schedule across all the calendars you choose to view. You can switch perspectives using the Day, Week, and Month buttons at the top. Use the Today button to return to the current date, or navigate forward and backward using the arrows beside it. When you click an event to view its details and return, the Calendar page remembers the exact period you were looking at.

Events are shown in the time of the browser, and a repeating event keeps its time where it was planned when the clocks change.

Managing calendars and overlays

The panel on the left lists all available calendars under My calendars and Shared with me:

• To show or hide events, tick or untick the box beside any calendar name. The default calendar is always shown.
• To hide all calendars except one, select Display this only next to that calendar.
• To add a new calendar, click the plus icon labeled New calendar.

At the bottom of the list, Overlays let you view supplementary details alongside your schedule:

• Birthdays: Shows the birthdays of contacts from your address book, including their age when the birth year is known. Clicking an item opens the contact.
• Meeting reports: Displays meetings that have an existing report in Bmator not currently attached to an event. An item shows the report's title, which defaults to the people met when the meeting tool named every meeting identically. Clicking an item opens the report.

Overlays are displayed or hidden just like calendars. Their items cannot be edited or exported from the calendar view. You can customize the overlay colour by selecting Settings beside the overlay, or revert it by selecting Back to its own colour.

Creating and moving events

To schedule an event directly on the grid:

1. Click an empty time slot, click a date in the Month view, or click and drag downward over a stretch of time.
2. In the small New event panel that appears, type the Title.
3. Verify or pick the calendar (the default calendar is pre-selected, displaying its colour beside it).
4. Click Save to create the event, or click More options to open the full event details page with the information you typed.

To open the full details page directly without using the mini panel, click the New event button at the top of the page.

You can move an existing event with your mouse by dragging it to another time or another day. To adjust the duration, drag the bottom edge up or down. The event saves automatically where you drop it, and a confirmation message appears. Events that you do not have permission to edit cannot be dragged.

Hovering an event or navigating to it with your keyboard opens a small preview card displaying its time, calendar, place, the start of its notes, and the number of invited attendees. If an event is marked private on a calendar where you only have view permissions, the card displays Busy.

Event details

The full event page provides several fields and settings:

• Title: The name of the event.
• Calendar selection: Determines which calendar owns the item.
• All day: Check this for full-day events.
• Start and end: Set the time and date boundaries.
• Repeat: Choose recurrence from options such as Does not repeat, Every day, Every weekday (Monday to Friday), Every week, Every month, Every year, or Custom… to enter an iCalendar repeat rule (such as FREQ=MONTHLY;BYDAY=-1FR).
• People: Add attendees by typing a name or an email address. Bmator suggests entries from your contacts and recent email exchanges. Multiple attendees should be separated by commas.
• Location: Enter the physical address or room.
• Video call: Select a video room, choose No video call, or provide Another link under Video link. Choosing one of your video rooms places its link on the event and inserts its details into the description. For more information, see the section on video rooms.
• Description: Enter agenda details or meeting notes.
• Show as: Choose Busy or Free.
• Visibility: Set to Calendar default or Private. When set to Private, users who can view the calendar but cannot edit it see only Busy at that time, with the title, place, and description hidden.
• Reminder: Configure notifications. A new event defaults to the calendar's preset reminder. Reminders arrive at the specified time before each occurrence as an in-app notification or by email (via Remind by), containing a link to the event. Reminders are personal to the user who set them and only trigger if that user still has access to the calendar. If a reminder is delayed by more than 15 minutes, it is cancelled entirely rather than sent late.

Recurring event changes

When editing or deleting a repeating event, Bmator prompts you to select the scope of the update:

• This event: Modifies or deletes only the selected occurrence.
• This and following events: Ends the current series prior to this date and creates a new series beginning with this occurrence.
• All events: Updates the entire series across past and future occurrences. Individual occurrences that were previously modified on their own retain their specific customizations.

Notes, linked items, and reports

The event page includes sections to manage related information:

• Take notes: Opens your private note for that day's meeting. For recurring meetings, a separate note exists for each occurrence; it is created on first use and accessible thereafter. Notes remain private unless you choose to share them.
• People: Lists event attendees along with names preserved from incoming emails or invitations.
• Linked items: Shows associated emails, notes, contacts, and reports. An item appears here only to users who have permission to open it.
• Meeting report matching: When a meeting report shares a start time and attendee with the event, the prompt Is this the report of this meeting? appears with options to choose Link or Not this one. Reports sharing the exact video link of the event are linked automatically.

Events also appear outside the main calendar: any contact's page or organisation's page contains a chronological list of upcoming and past events associated with them.

Invitations and attendees

Saving an event does not automatically notify attendees. When people on the event are due an update, Bmator prompts with Send invitations to N people, offering the buttons Send and Save without sending.

• Invitations are sent by email directly from your connected mailbox so replies return to your inbox. Attendees can accept or decline via Gmail, Outlook, or Apple Calendar.
• The event description is included in the invitation body. Anything typed into Message (optional) appears only at the top of the email.
• If you have no working mailbox connected, no messages can be sent. The page alerts you and provides options to connect a mailbox or export the file using Export (.ics) to forward manually.
• Attendees display statuses such as Invited, Not invited yet, or Not sent (accompanied by the underlying reason). Clicking Send invitations on the event dispatches pending messages.
• As recipients reply, their response status is updated directly on the event.
• Modifying the time, title, location, description, or repeat rule prompts you to Send the update to N people. Removing an attendee sends a cancellation to that person.
• When deleting an event, Bmator asks whether to notify attendees, offering the options Keep the event, Delete without telling them, or Send and delete.
• Only the event organiser can send invitations.

Two-way Google calendars

For calendars synced two-way with Google, Google dispatches the invitations and updates directly rather than your local mailbox, using the same confirmation prompts.

Before changes can sync, initial account modifications require authorization. If pending, the Calendar and event pages show the status Not sent to Google yet along with the button Review and send. Clicking this button opens the account setup page. Any event created, altered, or moved into a Google-synced calendar remains stored only within Bmator until approved.

Upcoming events list

To view scheduled items in a tabular format, select Upcoming under Calendar in the side navigation menu:

• By default, it displays items scheduled across the next 30 days. Adjust the timeframe using the Dates slider.
• The table includes search tools and column filters. You can filter by calendar (including or excluding specific calendars), Status, recurrence (Repeats), privacy (Private), or All day events.
• Sort by any column header, or click any row to open the corresponding event page.
• Export the filtered list to a spreadsheet or data file directly from the table.

Global search and Ask Bmator

The search bar at the top of every Bmator page indexes calendar events by title, location, and description across all calendars you have access to view. Private events on calendars you can only view are never returned in search results.

You can also query your schedule using Ask Bmator. Inquiries referencing time periods (such as today, tomorrow, Thursday, next week, the 3rd of November, or what is next) or a contact's full name are resolved using your calendar data. The events referenced to answer your question appear listed beneath the response, and clicking any entry opens the event. For private events on calendars where you have view-only access, Ask Bmator reflects the time slot as Busy without revealing details.