Schedule
The Planning gathers meetings, Discord calls, absences and tasks for your team on a single agenda.
Reading the agenda
Section titled “Reading the agenda”Four calendars overlay each other, each toggled separately under My calendars:
| Calendar | Content |
|---|---|
| Meetings | Team check-ins, covered below. |
| Discord calls | Scheduled voice calls. |
| Absences | Declared unavailability. |
| Tasks | Assigned tasks. |
The People panel filters the agenda on one or more members, with None and All shortcuts.
The My day view shows your deadlines for today and, when there is nothing, the message Your day is free!.
Meetings
Section titled “Meetings”Meetings no longer have a page of their own: you create and follow them here. The old /meetings address opens the Schedule.
Planning a meeting
Section titled “Planning a meeting”Open New event
Pick the Meeting type at the top of the window.
Fill in the title and the time slot
The title is required, the end must come after the start, and a meeting already in the past is refused.
Write the agenda
The description is posted with the announcement.
Save
Kotbo announces the event on Discord and turns on the reply buttons.
Under the dates, Kotbo shows which time zone the time is read in. For a meeting, the Change button lets you enter it in another time zone, for that meeting only.
The announcement channel and the voice channel for meetings are set in Server settings, Channels and roles tab: the Meeting Announcements and Meeting Voice fields.
Following a meeting
Section titled “Following a meeting”Click a meeting on the agenda to open its card. It goes through the Scheduled, In progress, Completed and Cancelled statuses:
- Start moves it to in progress, End closes it;
- the Attendance list counts who is Present, Excused and Absent. Attendance is taken in the voice channel, and an absence declared over the slot excuses the member automatically.
Deleting a meeting
Section titled “Deleting a meeting”Deletion is permanent. Kotbo then asks whether to clean up Discord too: Delete the Discord event, Delete the announcement message and Delete internal notifications.
Declaring an absence
Section titled “Declaring an absence”Create an Absence item
From New event.
Fill in the reason
The absence reason is required. The type is picked among Holidays / Leave, Illness / Medical, Exams / Studies or Other reason.
Pick the superior to notify
This field is required: they are the one who will receive the request.
An absence is Pending until approval, then Approved.
Absence notifications
Section titled “Absence notifications”The alert configuration can enable a Discord relay: a message is sent to a chosen alerts channel, with a role to mention, and optionally through a Discord webhook URL.
Scheduling a call
Section titled “Scheduling a call”A call creates a voice channel or a stage at a given time.
- Temporary channel or Existing channel.
- Voice or Stage type.
- Delete when empty: cleans up the temporary channel after the call.
- Guests - Staff and Guests - Server members: the search covers the server’s members.
Who can create calls
Section titled “Who can create calls”The Call permissions button opens the setting:
- Everyone: all members with access to the staff dashboard.
- Specific roles / members: a list of allowed roles and allowed members.
Tasks and reminders
Section titled “Tasks and reminders”A task carries a title, a description, a priority (low, medium, high) and an assignee. Tasks marked Important move to the top.
On any agenda item, the Reminders block schedules a notification:
- a date and time;
- a delivery channel: Direct Message or This Discord channel;
- a free-text note, for example Meeting in 5 min.
Each reminder then shows whether it is (Scheduled) or (Sent), and can be deleted.