# EmployeeTalk _Talks_ are used to organise one-on-one meetings between ILIAS users. Superiors can schedule _Talks_ with their employees (with those _Positions_ being derived from _Organisational Units_) by creating them from previously configured _Talk Templates_.
Employees recieve _Notifications_ about talk appointments, and can keep track of them via the _Calendar_. The superior can keep minutes of the appointments with the use of _Custom Metadata_. * [Talk Template Administration](#talk-template-administration) * [Access to Administration](#access-to-administration) * [Talk Templates](#talk-templates) * [Metadata](#metadata) * [Talks](#talks) * [Editing Talks](#editing-talks) * [Talks in Staff](#talks-in-staff) * [Calendar Appointments](#calendar-appointments) * [Notifications](#notifications) * [Access to Talks](#access-to-talks) ## Talk Template Administration To activate _Talks_, open the settings of _Organisational Units_. Activate **Positions in Employee Talk** and **Enable ‘Staff’**, and make sure the _Positions_ have the relevant permissions (see [Access to Administration](#access-to-administration) and [Access to Talks](#access-to-talks)).
The _Talk Templates_ available to _Superiors_ can be managed in the _Talk Template_ administration, found under **Administration** > **Organisation** > **Talk Templates**. There a list of all templates is shown, and the option to add new templates is given.
Templates can also be deleted via the dropdowns in the list. Deleting templates does not delete the _Talks_ derived from them. ### Access to Administration Access to the _Talk Template_ administration and its functions is restricted using _Role_-specific permissions. Currently, only users with the _Administrator_ role have access. ## Talk Templates _Talk Templates_ can be created in the _Talk Template_ administration. They consist of a **Title** and **Description**, and can be toggled **Online**. Further, previously set up _Metadata_ sets can be activated individually for the template. All of these options can be configured in the **Settings** tab of _Talk Templates_, and their info tab shows all selected **Metadata** fields in a disabled form. ### Metadata To be able to activate _Custom Metadata_ sets, they first need to be created in the _Metadata_ administration, and fields to be used for minuting the _Talks_ should be added to the sets. Lastly, the sets need to be set to **Data set needs activation** for _Talk Templates_.
Changing the sets back to **Data set not used** only affects _Talk Templates_ but not already created _Talks_, but changing their fields also changes the fields available in the _Talks_. ## Talks _Talks_ can be created in **Organisation** > **Talks**. To do so, first a _Talk Template_ has to be chosen, from which the _Talks_ inherit their assigned _Custom Metadata_. _Talk Templates_ which are not set **Online** are not available. Then one can set **Title**, **Description** and **Location** for the _Talks_, their **Date** and/or **Time** as well as a **Recurrence**, should one want to create _Talks_ in a series, and an **Employee**. The field **Employee** autofills from all available users.
In the **Settings** tab of the created _Talks_ one can find and edit the aforementioned fields, as well as **Completed** and **Lock editing for others** checkboxes. Further, two buttons are offered to change the date of the individual _Talk_, and to change the dates of all _Talks_ in the same series.
The users involved in the _Talk_ are shown in the **Settings** tab - the **Employee** set during creation, and as the **Superior** the user that created the _Talk_ - but can not be changed.
The fields of the assigned _Metadata_ sets can be edited in the **Content** tab. ### Editing Talks * When editing a _Talk_, changing the **Title** and **Lock editing for others** also applies those changes to all other talks in the same series. All other options are specific to the individual _Talk_, including the _Metadata_. * When **Lock editing for others** is checked, only the user listed as **Superior** is allowed to edit the talk. * When changing the dates of a series of _Talks_, all _Talks_ but the one the change was initiated from are deleted, and new _Talks_ are created according to the chosen **Recurrence**. This process explicitely excludes _Talks_ for which **Completed** is checked, and _Talks_ where the individual date was changed previously. * When a user is not allowed to edit a talk but can still access its **Content** and **Settings** tabs, the buttons to edit dates disappear, and all fields in the forms of both tabs are disabled, though their values remain visible. This includes the _Metadata_. ### Talks in Staff A list of all talks the user is allowed to see can be found in **Organisation** > **Talks**. This is primarily intended to be used by **Superiors** to manage, edit and create _Talks_: A **Add new Talk** button is offered, and by clicking on the titles of _Talks_ or via their **Action** dropdown one can access their **Content** and **Settings** tab, respectively. The latter option is either titled **Edit** or **View**, depending on the permissions of the user. The **Action** dropdown also offers the option to **Delete** individual _Talks_.
Further, a similar list of _Talks_ limited to individual **Employees** is available. It can be reached either by clicking on the user or on **Talks** in the user's **Actions** dropdown in **Organisation** > **Staff List**, as long as one has permission to view the user's _Talks_. The same **Talks** option in the **Actions** dropdown of users is also offered in other contexts, e.g. **Communication** > **Contacts** > **Gallery** or in the **Members Gallery** of _Courses_ and _Groups_. Note that the option can be disabled in the **Administration**.
In the lists of _Talks_, it is not explicitely denoted which _Talks_ are in a series, except for their shared title. ### Calendar Appointments _Talks_ where the user is either **Employee** and **Superior** can be found as appointments in their _Calendar_. For **Employees**, this is intended to be the only way to access their _Talks_. Appointments list the **Title** of the _Talk_, the participating **Superior** and **Employee**, as well as the date and time of the last update of the appointment. Further, a button linking to the _Talk_ is offered.
The calendar can be filtered for _Talks_ in a specific series. ### Notifications Any time _Talks_ are created, edited, or deleted, a _Notification_ is sent out to the **Employee** with the **Superior** in CC, informing them about the change. It contains the **Title** of the _Talk(s)_ and a permanent link to the first one, its **Description** and **Location**, the name of the **Superior**, and a list of the dates of the affected talks. Note that the list does not contain unchanged _Talks_, even if they are in the same series.
The _Notification_ further has attached an `.ics` file such that the _Talk_ can be imported as an appointment in external calendars. ### Access to Talks Access to _Talks_ and related function is restricted using _Position_-specific permissions as given by **Organisational Units**: * **Read:** User can see those _Talks_ in lists and view their content, over whose **Superior** and **Employee** they have authority. * **Create:** User can create _Talks_ with users as **Employee** over which they have authority. * **Edit:** User can edit _Talks_ in which they have authority over the **Employee**, except when **Lock editing for others** is checked. These permission are overwritten in some cases: users always have **Read** access to _Talks_ in which they are **Superior** or **Employee**, and can always edit _Talks_ in which they are **Superior**, but they can never edit _Talks_ in which they are **Employee**. A _Talk_ can only be deleted by an _Administrator_, or the **Superior** if they have **Read** access to the _Talk Template_ administration.
To have access to **Organisation** and **Organisation** > **Talks**, a user needs to have at least one of the three permissions above.