Calendar & tasks

Scheduling appointments (also visible to the client), seeing colleagues' availability, and following up on tasks.

Nederlandse versie: /handleiding/agenda-en-taken

What is this? The “Agenda” (calendar) is your week view of appointments; “Taken” (tasks) is your list of work and follow-up. Link both to a matter so appointments and tasks also show up on the matter overview. The interface is in Dutch; on-screen names are quoted below.

How to schedule an appointment

1. Click “Agenda” in the left rail. You see the week view; navigate with “Vorige week” (previous week), “Volgende week” (next week), and “Vandaag” (today).
2. Click “Nieuwe afspraak” (new appointment).
3. Fill in “Titel” (title), “Start”, and “Einde” (end) (or tick “Hele dag”, all day).
4. Link the appointment to a “Dossier” (“Zoek een dossier…”) — it then also appears on that matter’s Agenda tab.
5. Optional: tick “Privé” (private) (colleagues then only see a busy block, never the subject) or “Zichtbaar voor cliënt in portaal” (visible to client in portal) (the client then sees the appointment in the client portal).
6. Click “Afspraak aanmaken” (create appointment).

How to see when colleagues are available

1. Open “Agenda” and go to “Beschikbaarheid groep” (group availability).
2. Under “Collega’s” (colleagues), choose who you want to see.
3. You see their busy blocks for the week. Subjects of private appointments are never shown.

How to create a task

1. Click “Taken” in the left rail.
2. Click “Nieuwe taak” (new task).
3. Fill in the “Omschrijving” (description), link a “Dossier” (“Zoek een dossier…”), and choose “Toegewezen aan” (assigned to) and a “Vervaldatum” (due date).
4. Click “Taak aanmaken” (create task).

How to follow up on tasks

• The task list shows per task the “Status” (Open, In behandeling, Gepland, Afgerond, Geannuleerd), “Vervaldatum”, “Toegewezen aan”, and “Dossier”. Overdue tasks are flagged “Te laat” (overdue); filter on them with “Alleen te laat” (overdue only).
• Complete a task with “Afronden” (complete).
• Your own open tasks also show on the “Dashboard” under “Mijn taken”; the tasks for one case are on the matter’s “Taken” tab.

File a personal Outlook meeting to a matter

In Agenda, open your personal Microsoft calendar and choose Save as matter appointment on a non-private event. Select an accessible matter and the responsible colleague, review the current subject, time and location shown in the form and the disclosure, and accept. If Outlook changes after this preview opens, reopen the form before accepting. The appointment opens with a link back to the matter. The matter overview lists filed Outlook meetings, including earlier meetings. Repeating the action opens the same appointment.

On the appointment, write a meeting note and choose Save to matter documents. Later saves add document versions. Use Open document and version history to see the DMS record. Mark notes containing a BSN and choose its owner; existing document access rules apply. Unsaved text prompts before leaving through a page link or closing the browser tab.

The existing Start timer and Log time actions use this appointment as the source. The suggested duration can be edited, and an existing time entry can be adjusted without creating a separate entry. All-day meetings have no automatic duration suggestion.

Outlook edits do not silently overwrite the accepted matter record. The owner can inspect and explicitly accept a changed source preview. Accepting refreshed Outlook details preserves the appointment privacy setting. If the source becomes private, further copying stops. The accepted appointment, saved notes and hours remain under their existing matter/document permissions. Disconnecting Outlook or losing synchronized coverage also preserves them. Filing sends no invitations.