Creating an event

The full form displays all the parameters of a new event, including the schedules of its participants.

1. Click in the upper-right corner and disable the Use the extended form to create events option.

2. Click on a time and date in the calendar. The simplified event creation form will open. Click Full event settings at the bottom. The full event creation form will open. You can also open the full form right away by clicking Create event in the left-hand panel.

3. Give the event a name and add a description.

4. You can attach files to be used at the meeting. The other participants will have access to them. Those files will be automatically uploaded to the Meeting files folder of your Yandex Disk.

   For example, you can add a budget plan or an annual report you're planning to discuss with your colleagues. Other meeting participants can click the attachment to view it. The file will open in the browser.

   Note

   Only Yandex Calendar users can see the attached files (participants using Gmail or Outlook won't see them). Any file you remove from a meeting remains on Yandex Disk.

5. You can book a meeting room (only available if you're using a domain account and your organization is signed up for the Optimal or Advanced plan).

6. Specify the time and date. Yandex Calendar will show you how long it will last, so you can see if you've scheduled enough time for the meeting and adjust the event's duration if needed.

If this is a recurring meeting, enable the Repeat option. If you added a video meeting, a link to it will appear in the description before the start of the recurring meeting. The link will also be sent to all participants by email.

If the participants are from another time zone, you can set their time zone for the event.

1. Add participants to your meeting. If an invited user is going to be busy at the time of the meeting, their address is highlighted in red. You can check user availability in the Participant schedules section.

   If you're planning to hold a large-scale meeting with more than 100 invited participants, fill the Participants field with mailing list addresses for groups created within your organization. Or send out meeting invitations using Yandex Send.

   Warning

   Make sure that the Participants can invite others option is enabled in the access settings so that the notification is forwarded from the mailing list address to all the users in the group and the meeting appears in their calendars.

2. Enter the meeting location or choose a meeting room.

3. If someone's attending the meeting remotely, click Add video meeting in the Telemost section. The meeting link will be added to the event description and emailed to all participants. For recurring meetings, you can use the same link every time.

   During the video meeting, you can manage the participants' permissions, such as mute their microphones. If you're hosting a large meeting, add moderators to help you manage the video meeting. The moderator role can be assigned to an employee from your organization or an organization from your federation.

   Warning

   You can add up to five moderators to a video meeting.

   To control user access to the video meeting, use waiting rooms: For all participants or For external participants. This way, the participants can join the meeting only after the organizer lets them in.

   If you enable the For external participants waiting room, then only users with accounts on the organization's domain will be able to join the meeting. The organizer and moderators will be able to let other participants in.

4. Set the notification time and delivery method (by email, SMS, in the Yandex Mail app for Android or iOS, or via CalDAV).

5. Set the event's visibility. If you share the calendar with other users, information about this event is available to all the participants you shared it with. However, you can make the event private so that information about this event is only available to its participants or the employees of your organization. To do this, set Visible to to All, Participants, or Organization.

   Note

   You can configure visibility for all new events in the calendar settings.

6. Specify event access permissions in the Access section. You can permit participants to edit your event and invite other users.

The extended form is the full form with a schedule on the right. The extended form makes it easier to find the best meeting times and rooms by checking participants' schedules and room availability.

1. Click in the upper-right corner and enable the Use the extended form to create events option.

2. Click on a time and date in the calendar. The simplified event creation form will open. Click Full event settings at the bottom. The extended event creation form will open. You can also open the extended form right away by clicking Create event in the left-hand panel.

3. Give the event a name and add a description.

4. You can attach files to be used at the meeting. The other participants will have access to them. Those files will be automatically uploaded to the Meeting files folder of your Yandex Disk.

   For example, you can add a budget plan or an annual report you're planning to discuss with your colleagues. Other meeting participants can click the attachment to view it. The file will open in the browser.

   Note

   Only Yandex Calendar users can see the attached files (participants using Gmail or Outlook won't see them). Any file you remove from a meeting remains on Yandex Disk.

5. Specify the time and date. Yandex Calendar will show you how long it will last, so you can see if you've scheduled enough time for the meeting and adjust the event's duration if needed.

If this is a recurring meeting, enable the Repeat option. If you added a video meeting, a link to it will appear in the description before the start of the recurring meeting. The link will also be sent to all participants by email.

If the participants are from another time zone, you can set their time zone for the event.

1. Add participants to your meeting. If an invited user can't join the event because their calendar schedule is occupied at the time, their address is highlighted in red. You can check user availability in the Participant schedules section.

   If you're planning to hold a large-scale meeting with more than 100 invited participants, fill the Participants field with mailing list addresses for groups created within your organization. Or send out meeting invitations using Yandex Send.

   Warning

   Make sure that the Participants can invite others option is enabled in the access settings so that the notification is forwarded from the mailing list address to all the users in the group and the meeting appears in their calendars.

2. Enter the meeting location or choose a meeting room.

3. If someone's attending the meeting remotely, click Add video meeting in the Telemost section. The meeting link will be added to the event description and emailed to all participants. For recurring meetings, you can use the same link every time.

4. Set the notification time and delivery method (by email, SMS, in the Yandex Mail app for Android or iOS, or via CalDAV).

5. Set the event visibility. If you share the calendar with other users, information about this event will be available to all the participants you shared it with. However, you can make the event private so that information about this event is only available to its participants or the employees of your organization. To do this, set Visible to to All, Participants, or Organization.

   Note

   You can configure visibility for all new events in the calendar settings.

6. Specify event access permissions in the Access section. You can permit participants to edit your event and invite other users.