There have been many times when a client wanted to use SharePoint in order to allow employees to register for classes or other events. Typically the requirement is to have a certain number of spots before registration is automatically closed. This is how I created a registration system for a client.

I need to arrange approx. 50 meetings with 50 users. Rather than contacting them all individually, I had an idea to send a blanket email to all of them with a list/calendar of available slots, and then allow them to pick their preferred slot electronically. Click the orange Add Slots button. Enter the Title of Slot as 'Appointment' or other suitable text and choose the number wanted for each of your times. For example, if you choose '1' as the number wanted, this will allow one person to sign up for each time slot.

Administrators can create new classes/events just by adding them to the calendar and specifying the number of spots available.

The user goes to a page with a list of available classes:

Upon clicking the class name, the user will see an event from a calendar like this:

When they click on Register, the form will look like this:

Confirm Registration will automatically set the Seats Remaining to 1 less (24 in the example above).

NOTE: I am still working on a workflow that will allow a user to cancel their registration and add one back to the Seats Remaining as well as remove them from the Attendees list.

Once all seats have been taken, the Register link will be removed with the text Class is Full. If the class is closed for registration, it will state Closed for registration.

Create the Lists

• Calendar – Just use the out of the box Calendar app and add the following columns
  • Required columns
    • Seats – Number
    • FilledSeats – Number – hidden column
    • RemainingSeats – Calculated Column with Formula[code]=Seats-FilledSeats[/code]and data type returned Number
    • SeatsIncrement – Calculated Column with Formula[code]=FilledSeats+1[/code]and data type returned Number
    • Closed – Yes/No with default value of No
    • StaticID – Number – Hidden column NOTE: This is a hack that allows the ID to be used in calculated columns. A workflow will set this field.
    • Register – Calculated Column with Formula =IF(Closed=TRUE,”Closed for registration”,IF(RemainingSeats>0,”Register”,”Class is Full”)) and data type returned Single Line of Text
  • Optional columns used for stylizing the display form as shown above:
    • SeatsRemaining – Calculated Column with Formula
      =CONCATENATE([Remaining Seats],” Seats Remaining”) and data type returned Single Line of Text NOTE: This will show how many seats remaining. If you choose not to hide the labels on the display form, then you can leave this column out.
    • CourseDescription – Multiple Lines of Text with Enhanced rich text. NOTE: In order to stylize the form I had to create a new Multiple lines of text column. The default Description column would not work with the JavaScript used to style the form. I hid the Description column.

• Attendees List – Custom SharePoint list with the following column added
  • Meeting – Lookup. Get information from the calendar list created earlier using the Title field

Create the workflows

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• SetStaticClassID Workflow
  • Open the site in SharePoint Designer
  • Select the Calendar list created earlier and create a list workflow
  • Add an action – “Set Field in Current Item”
  • Click the “field” link and choose StaticID
  • Click the Value link and the the fx button. Data source is current item and field from source is ID
  • Go to the Settings page for the workflow. Set the Start Options for “Start Workflow automatically when an item is created”
  • Save and Publish

The workflow will look like this:

• Registration Workflow – NOTE: This workflow does not add the user to the attendees list of the event. I will update this post later with the info on how to do this.
  • Open the site in SharePoint Designer
  • Select the Attendees List created earlier and create a list workflow
  • Add an Action – “Update List Item”
  • Click the “this list” link in the action
  • Change the list to the Calendar created earlier
  • Click the “Add” button
    • Choose “Filled Seats”
    • Click the fx button
      • Data Source: Calendar
      • Field from source: SeatIncrement
      • Field: ID
        • Value – click the fx button
        • Data source: Current Item
        • Filed from source: Meeting
    • In the Find the list item section
      • Field: ID
      • Value – click the fx button
        • Data Source: Current item
        • Field from source: Meeting
  • Go to the Settings page for the workflow. Set the Start Options for “Start Workflow automatically when an item is created”
  • Save and Publish

Your workflow should look like this:

Nintex Form

• Go to the Attendees list
• In the List ribbon, click Nintex Forms > Customize the Item Form
• Click on Form Variables
• Click Add
  • Name: CurrentUser
  • Type: Generic
  • Connected to: Not connected
  • Recalculate formula on view mode: Yes
  • Recalculate formula on new mode: Yes
  • Recalculate formula on new mode: Yes
  • Formula:[code]userProfileLookup({Common:CurrentUser}, “Display name”)[/code]
  • Save
• Click on Settings
• Expand Custom JavaScript and enter:

Now just create a page with links to the calendar items.

How to block out /off time in Outlook calendar?

For example, you are going to take a vacation in next two weeks, and you want to block the off time from your and your colleagues’ Outlook calendars, any idea? This article will introduce two solutions for you.

Block out one-off vacation in Outlook calendar

If you need to block out one-off vacation from your and your coworkers’ calendars, you can do as follows:

1. Open the calendar you will block the vacation time, and click Home > New Appointment to create a new appointment.

2. In the new appointment window, please (1) type the subject and location as you need, (2) specify the date range you will take a vacation in the Start time and End time boxes, and then (3) check the All day event option. See screenshot:

3. Go ahead to select Out of Office from Show As drop down list under Event tab. See screenshot:

4. Make other changes as you need, and click Event > Save & Close to save the event.

Now your vacation time will show as out of office in your and your coworkers’ Outlook calendar. When they sending meeting invitations or other requests to you, your vacation time is not available.

Block out daily lunch time in Outlook calendar

If you want to block a regular off time on every weekday from your and your coworkers’ Outlook calendars, such as lunch time, please do as follows:

1. Open the calendar you will block the lunch time, and click Home > New Appointment to create a new appointment.

2. In the new Appointment window, please type subject and location as you need.

3. Under the Appointment tab, please (1) select Out of Office from Show As drop down list, (2) select None from Reminder drop down list, and (3) click the Recurrence button. See screenshot:

4. In the Appointment Recurrence dialog box, please:
(1) In the Appointment time section, please specify the lunch time as you need;
(2) In the Recurrence pattern section, please check Daily and Every weekday options;
(3) In the Range of recurrence section, please specify the block date range as you need;
(4) Click the OK button. See screenshot:

5. Now you return to the appointment window, please make other changes as you need, and click Appointment > Save & Close.

From now on, your lunch time on every weekday will show as out of office.

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