Your availabilities or preferences may change temporarily if you are working from a different office or city, have some days off or want only calls one day when working from home.
In these cases, it is best to create events, with the appropriate name, in your calendar : then both you and Julie will see your calendar the same way.
Careful: The event's name has to be clear and to the point for Julie to understand it
You are not available on certain days or time period
When your days are not open for Julie to book meetings, you can create all-day events for your absence, and mark them as “busy”.
| Your situation | Create an all-day event with the name | Event status | Julie's behavior |
|---|---|---|---|
| You are on holidays | "Holidays" | Busy | Julie will not create events on these days |
| You are unavailable | “OFF”/ “OOO”/ “Out of office”/ “not available” | Busy | Julie will not create events on these days |
You are available but under certain conditions
You are available for bookings but under certain conditions and you want Julie to take that into consideration. You will have to create an all-day event set to “available”. The name you will give that event will help Julie understand the condition under which she should create the event.
| Your situation | Create an all-day event with the name | Event status | Julie's behavior |
|---|---|---|---|
| You are working from home | “work from home” / “Wfh” / “home office” | Working from home (Microsoft) Available (Google) | Julie will schedule only calls |
| You only want calls | “calls only” / “Remote” | Available | Julie will schedule only calls |
You are travelling for business
When you are travelling it is important to give Julie this piece of information for her to schedule meetings in the right city.
| Your situation | Create an all-day event with the name | Event status | Julie's behavior |
|---|---|---|---|
| You are travelling to New York | “New-York” / “NYC” | Available | Julie will schedule physical and virtual meetings in New York (with the right timezone) |
Two important things to know:
- Let Julie know what to look in your calendar when you want her to schedule your meeting outside of your main location
“Hi Max, I’ll be in New York later this month, it would be great to get together. Julie (CC’d) will help us find time to meet while I’m there.”
- The indication you give her in your email has to be the same as the event title
Do not create event in your calendar call "New York" and then say in your email "when I'll be in the US"
When your days are not open for Julie to book meetings, the easiest option is to create all-day events for your absence, marked as “busy" to tell Julie that you are not available for meetings.
| Your situation | Create an all-day event with the name | Event status | Julie's behavior |
|---|---|---|---|
| You are on holidays | "Holidays" | Busy | Julie will not create events on these days |
| You are unavailable | “OFF”/ “OOO”/“Out of office”/ “not available” | Busy | Julie will not create events on these days |
How to create an all-day event
To understand how to create all-day event with a Google calendar, you can check our related article on how to create an all-day event with Google.
If you are using Outlook as your Calendar application for your Microsoft Exchange or Office365 account, you can check the following article on how to create an all-day event for Microsoft and this article to know all about our way of reading status of your Outlook calendar.
Finally, if you are with iCloud, explanations on how to create all-day event are in the linked article on how to create an all-day event with iCloud.
During business trips you will expect Julie to organize your appointments according to the city and time zone you’re in.
There are two prerequisites for the creation of travel-related events:
- The first is that your event title must be named according to the city you’re in. Example: If you are in "Lyon", your event should be called "Lyon" and not "In Lyon".
- The second is that the status of your day for the event must be "Available" (if you are on Google) or "Working elsewhere"/ "On the move" (if you use Outlook to manage your calendar).
When you are travelling abroad, it is important to give Julie this piece of information for her to schedule meetings the right way, including on the adequate timezone.
| Your situation | Create an all-day event with the name | Event status | Julie's behavior |
|---|---|---|---|
| You are travelling to New York | “New-York” / “NYC” | Available | Julie will schedule physical and virtual meetings in New York (with the right timezone) |
Two important things to know:
- Let Julie know what to look in your calendar when you want her to schedule your meeting outside of your main location
“Hi Max, I’ll be in New York later this month, it would be great to get together. Julie (CC’d) will help us find time to meet while I’m there.”
- The indication you give her in your email has to be the same as the event title
Do not create event in your calendar call "New York" and then say in your email "when I'll be in the US"
If you are more navigating between offices in the same country, you can check our article about navigating between offices.
How to create an all-day event
To understand how to create all-day event with a Google calendar, you can check our related article on how to create an all-day event with Google.
If you are using Outlook as your Calendar application for your Microsoft Exchange or Office365 account, you can check the following article on how to create an all-day event for Microsoft and this article to know all about our way of reading status of your Outlook calendar.
Finally, if you are with iCloud, explanations on how to create all-day event are in the linked article on how to create an all-day event with iCloud.
When you are working from home, you are expecting Julie to suggest virtual meetings and not in-person ones. For this, you will need to share with Julie, directly in your calendar, events - recurring or not - named to inform Julie about your status.
There are two requirements for home-office events :
- First, the event object has to be "home office" or "working from home"
- The second is that the status of the all-day event has to be "Free" (if you use Google) or "Working Elsewhere" (with Outlook)
Creating all-day recurring events
If you are working from home one day a week, you may want to create a recurring event.
If you have a Google agenda :
If you are using Outlook :