Calendar Data Migration Issues

Meetings

Meetings with external users (non-UC employees)

Some meeting owners include names and email addresses for external users in their CruzTime meeting. External (non-UCSC employees or affiliates) attendees will not migrate with the meeting. 

Meetings scheduled by someone who is no longer at UCSC

When we migrate meetings from CruzTime, we can only export the ones associated with current calendar users. As a result, meetings on your calendar (past or in the future) that were created by someone who is no longer working at UCSC will not migrate to Google.

Meetings scheduled by someone who removed themselves from the invitee list

In CruzTime, it is possible to schedule a meeting and then remove yourself as an invitee. When this is done, the meeting can not be migrated to Google Calendar. We can speculate that these meetings are created on behalf of someone else and there is no intent to attend - some people indicate this by declining their own meeting and others by removing themselves. It is this latter case that causes some lost events. Before the migration, you can add yourself back in to a meeting if you use the CruzTime "in-tray" and look for meetings you have scheduled.

Another interesting byproduct - if you do decline a meeting in CruzTime, Google Calendar will show that you accepted it.

Repeating Meetings

  • Repeating meetings are being migrated but they may not appear as part of a series.
  • The "when" field will sometimes just have the single occurrence, while others have the entire list of occurrences. It this bothers you, just delete the meeting and recreate it.
  • The only way to view all events in a series is to search on the meeting title. In CruzTime, the full list of meetings in the series was included in the meeting details window.

Extra meetings on your calendar

If your UCSC email address is associated with a resource (rooms) or a group calendar, meetings for that resource will appear on your Google Calendar (for migrated meetings only). Going forward, when you create new meetings, this will not be the case.

Attendee Status

Our migration process forces the organizer to show as accept. As a result, if you declined a meeting you organized in CruzTime, it will translate to accept in Google Calendar during the conversion.

Access Control - Rights to edit or view other people's calendars

There is no exact match between the access rights in CruzTime as compared to Google Calendar. Variations of designate rights in CruzTime provide a subset of "full designate rights".

  • To error on the side of caution, Google Calendar users will find they have designate rights on only those calendars for which the check box "Full Designate Rights " was checked. As a result, you may be able to create normal events on someone else's calendar in CruzTime (but not personal or confidential meetings) - and you will find that you do not have similar rights in Google Calendar. Just ask the calendar owner to give you the Google Calendar "Make Changes to Events" permission to you. 
  • Meetings marked private by the calendar owner are visible (meeting details) to anyone who has "Make changes to events" permission on that calendar. Partial designate rights in CruzTime allowed someone to provide access to normal meetings, but not private or confidential meetings. The work around is to have the owner create a secondary calendar for this kind of thing, knowing that their designates will have access to every meeting on their primary calendar.

Resources - Conference Rooms, Vehicles, Equip.

General

Resources in CruzTime will migrate to Google Calendar and most meetings booked on those resources transfer over (ones that don't include meetings scheduled by employees no longer at UCSC).

Resource Info (owner, size of room, type of resource)

CruzTime allows descriptive data associated with a resource, Google Calendar does not.

Resource scheduling behavior isn't as expected

In Google Calendar, if you choose a resource that you aren't allowed to schedule it lets you schedule the meeting. Then the resource automatically declines and you receive an email notice of the declined resource. CruzTime doesn't let you schedule it in the first place.

If you choose a time for a resource you do have rights to and it is already booked, it schedules it anyway, (at least from your point of view - you eventually get an email from the resource saying, in effect, "you can't have it").


Miscellaneous

Lack of in-tray

This is a window that shows up when you start the CruzTime desktop client. Most people change their settings so their in-tray doesn't display. It is a summary of meetings and notes that have not been dealt with, along with sections for those you have accepted or declined. There is no calendar in-tray in Google Calendar. The agenda view in Google Calendar provides some of this functionality. 

Time Zone and individual meetings

While you can specify a time zone for a Google Calendar, you cannot designate meetings within that same calendar with another time zone.