Send an Event/Appointment from Time Matters

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Spare your clients and yourself the aggravation of missed meetings.

With this hidden feature in Time Matters, you can send an Event email directly from Time Matters.

Time Matters can create an Email that includes an iCal attachment. Your clients who use Outlook, iPhones and other compatible email software can add the Event (appointment) to their calendars by saving the iCal attachment.

How to Send an Event from Time Matters

This feature is hidden in the Event List. Who uses the Event List? We all use one or more of the various Calendar views, but rarely the Event List.

It is handy to have a Quick Tab on the Event List that will show you your Current Month’s Events. From that Quick Tab you can quickly find an Event that you want to send via email.

After you spot your Event on the Event List:

  1. Right-click on the Event.

  2. Click: Send to External Account as iCal

  3. Open the Time Matters Personal Inbox (It is in the Mail menu in Time Matters Main Menu)

  4. Click on the Outbox.

  5. Double-click on the email to open and edit it.

At this point, you likely want to send the Event via Outlook. The other option, for Time Matters fanatics, is to send it directly out of the Personal Inbox. See the section below: For Time Matters Fanatics.

To Send the Event via Outlook

  1. Click on the Attachment (1) tab just above the Body of the Time Matters email.

  2. Click Open (just above the highlighted file name). A new Appointment record should open in Outlook.

  3. Click: Forward as iCalendar on the “envelope” drop-down.

Forward as iCalendar

Complete the email by typing a message about the Event or, better yet, using a Time Matters Formattable Clipboard.

Your recipients can easily add the Event to their calendars by opening the iCal (.ics) attachment.

Note: This is an Appointment record, not an Outlook Meeting Request with buttons for Accept, Decline, ….

For Time Matters Fanatics

Let’s assume you use Outlook for receiving and sending emails. You may also rely on the TM Connect button in Outlook to save email to Time Matters. You might not know that you can do all of that and still send emails directly out of Time Matters.

So, you could send Events to clients from Time Matters using the Time Matters Personal Inbox. The same settings allow you to send invoices from Billing Matters directly to your clients.

The Personal Inbox settings are rather involved. We recommend working with a Time Matters CIC (Certified Independent Consultant) to set them up. Call us at: 952-922-1727 for assistance.

Sending an Event Email from the Personal Inbox

The above steps create an email with the following Subject and Body:

SUBJECT:
Call re: Pat and Kim Oranno estate plan

BODY:

***********************************
Calendar Event
***********************************
Date: September 9, 2022

Time: 10:00AM C

Duration: 0.50 Hours

Regarding: Call re: Pat and Kim Oranno estate plan

***********************************

The Subject of the email and the Regarding line in the body are taken directly from the Description field of the Event record in Time Matters.

Once the email is generated, go to the Personal Inbox and click on the Outbox. Open and edit the email as desired. Then click the Send/Receive button just above the email body to send it to your client.

Questions? Let me know! — Wells Anderson — 952.922.1727 — Send me an email…