CruzTime Designate

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Working as a Designate for Another CruzTime User

To Grant Another CruzTime User Designate Rights To Your Agenda

1. Open your own agenda by signing in to CruzTime.
2. Choose Access Rights from the Tools menu.
3. Add the user's name to the list at the bottom of the dialog box. (This list will initially contain only one item, “Default: Any unlisted person.”)
4. Click the user's name to select it.
5. There are 4 tabs that you need to modify to your needs, Designate, Viewing, Viewing Tasks, Scheduling.
6. Next highlight “Default: Any unlisted person.” and modify the Access Rights to limit access as needed.
7. Save changes by clicking OK.

To Schedule a Meeting On Behalf Of Another CruzTime User, As Their Designate

1. Be sure that user has granted you designate rights to his/her agenda.
2. Open your own agenda by signing in to CruzTime.
3. Select the File/Agenda/Open as Designate menu item
   • If you are the designate for more than one agenda, the Act As Designate dialog box will appear. Select the particular agenda you want, then click OK .
   • The Open Agenda As Designate dialog box will appear.
   • Click OK to open the agenda as its designate. The title at the top of this agenda window will indicate that you are working as this person's designate.
4. Any meeting you schedule using this designate agenda will be owned by that person, and both of you will be able to edit the meeting later.
5. Since you are working as that person's designate, you will not be automatically invited to meetings scheduled from the designate agenda.

   Special Note: If you intend to use Group View to schedule meetings as the designate for another user, you must specify the Group View during the initial process of opening the designate agenda. You should not use File/Agenda/Open Group View to schedule in Group View as a designate, since all agendas you open in this fashion will be in non-designate mode, and you will be invited to and be the owner of the resulting meetings. The following section describes how to do this properly.
   

Using Group View To Schedule a Meeting On Behalf Of Another CruzTime User, As Their Designate

Special Note: For this to work properly, you must use File/Agenda/Open as Designate to indirectly open the Group View at the same time you open the designate agenda.

1. Be sure you have opened your own agenda by signing in to CruzTime.
2. Be sure the agenda for this person is not currently open.
3. Select the File/Agenda/Open as Designate menu.
   • If you are the designate for more than one agenda, the Act As Designate dialog box will appear. Select the particular agenda you want, then click OK .
4. The Open Agenda As Designate dialog box will appear.
5. Select the Open a Group View With option at the top of the dialog box.
   • Notice that the person you are a designate for is already listed.
6. Add additional people to this Group View, then click OK to open the Group View, which includes the designate agenda you selected earlier.
   • Please note that only one designate agenda can be used in Group View, and all meetings scheduled from this Group View will be owned by that designate agenda.
7. Once the desired meetings with this group are scheduled, you can schedule additional meetings as a designate for this person by adding and deleting members in this Group View, as follows:
   • Click the Modify Members icon.
   • Make changes to the list, but be sure to leave the name of the person for whom you are working as a designate.
   • Click OK to return to the new Group View and schedule additional meetings.
     

To Accept and Refuse Meetings On Behalf Of Another CruzTime User, As Their Designate
Whenever you have someone's agenda opened as his/her designate, that person's In Tray is duplicated in your In Tray. You can then use your In Tray to accept and refuse meetings on behalf of that person.

Working as a Designate for a Resource Agenda

To Grant Another CruzTime User Designate Rights To A Resource Agenda That You Own

1. Be sure you are not signed in to CruzTime.
2. Sign in to CruzTime as the resource, using “r:” followed by the resource name as the account name, and using the password provide to you when the resource was created.
3. Choose Access Rights from the Options menu.
4. Be sure the Designate tab is selected in the Access Rights dialog box. (On a Mac, this will be an icon instead of a tab.)
5. Add the user's name to the list at the bottom of the dialog box. (This list will initially contain only one item, “Default: Any unlisted person.”)
6. Click the user's name to select it.
7. Grant the desired designate rights to that person by clicking OK .

To Schedule A Meeting On Behalf Of a Resource, As Its Designate
Follow the same procedures outline above for user agendas, substituting resource agendas in their place.

Using Group View To Schedule A Meeting On Behalf Of a Resource, As Its Designate
Follow the same procedures outline above for user agendas and Group View, substituting resource agendas in their place.