How To Use TimeTo™ For More Than One User

There are many benefits to configuring TimeTo™ for multiple users.

As well as the usual benefits of using TimeTo™, each user in a multiuser configuration can potentially:

access their schedules from different computers on a network;
access a schedule designated for a common resource, such as a meeting room (simply setup a user called, for instance, "conference room" or "data projector", and it can have its own shared schedule that everyone can access including bookings and details of events);
give other users the option to view and possibly create or edit items in their schedule (within password-protected rights you can choose to grant to others);
send messages between users;
arrange meetings (using the Arrange Meeting feature which can automatically find a time when everyone is available, then notify everyone).

Managers and supervisors: Managers can balance the workload of their team, assigning delegation, prioritizing work, and checking task completion status without interrupting team members. Supervisors can assign work, then precisely monitor and adjust workload and priorities of each worker. TimeTo™ schedules show workload at a glance, either in hours and minutes, or by percentage or with colorful charting. A supervisor can view the schedules of many workers at once in real time, helping predict when someone is running out of tasks to complete, or is overloaded.

Executive assistants and secretaries: Executive assistants and secretaries can post phone messages for calls to be returned, and monitor multiple schedules to know who is where at what time and how interruptible they are, and more easily share common resources.

Setup choices

You can choose to either locate all schedules on one computer or have each schedule reside on each user's computer. Either way, each user will be able to maintain their individual preferences, including whether they are in Light or Pro mode.

Setting up multiple users on a shared drive

Putting all schedules on a shared drive may make it easier to backup data files, and ensures that all schedules are available to all network users even when some users have temporarily disconnected their computers from the network (they can still take their schedules with them on a mobile device and then re-synchronize later). Once set up on the network server, using TimeTo™ is identical to single user use: the only difference is that your information files are located on the network server rather than your own computer.

To setup schedules for multiple users on a shared drive, use the Setup Users command (from the Multiusers menu).

Setting up multiple users on one computer, or on a peer-to-peer network

On a single computer, or in a peer-to-peer network arrangement, users' schedules reside on their own computers, and no shared drive for TimeTo™ is designated. This has the advantage of allowing people with mobile computers to take their computers off of the network and take their schedules with them without having to transfer their schedules to a mobile device first.

To set up on a peer-to-peer network, do not use the Setup Users command. Instead, on each workstation, install TimeTo™ using the TimeTo™ installer, launch TimeTo™, and type the User Name when prompted.

Viewing and editing other users' schedules

To open someone else's schedule for the first time, first use the Open Schedule command (from the Multiusers menu) and browse to their timedata.pak file. You will only be able to view the other person's schedule if you know the password designated in the Passwords Settings in their TimeTo.

Once you have added someone else's schedule once, their schedule now appears amongst those you can Open Schedule For on your Multiusers menu (and then switch back and forth using Switch To Schedule For commands), as TimeTo™ shows the ten most recent schedules added to the menu (if you have more than ten, you can still choose other with the Choose Schedule From User List command on the Multiusers menu).

Safely sharing your schedule with others

To set passwords to limit which users can view your schedule and which can edit your schedule, choose Passwords Settings (from the Settings menu).

To keep individual items private for all other users, highlight the item and choose Private (from the Item Properties submenu of the Edit menu, or press Alt+F3).

To make sure your schedule isn't altered by others while you are altering it away from the network (for instance, if you have left the office and taken your schedule with you on another device), use the Transfer to Other PC command (from the File menu) to Check Out your schedule.

Licensing For More Than One User

A separate license is required for each registered user. There is no limit on how many people can access the schedule for each registered user (multiple people consulting one person's schedule is considered only one license).