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Personal Workspace: Calendar

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Create a new calendar

You want to create your own calendar and then share it with other users.

Variant 1

  1. Open Calendar.
  2. Open the Manage calendars tab.
  3. Click the Create new calendar button.
  4. Enter a calendar name.
  5. Select your desired calendar type.
  6. Activate the checkbox.
  7. Select a color. Click on the arrow next to the Color field.
  8. ILIAS opens a selection menu where you can choose a color.
  9. Select the location of the calendar. Here you have the following choices:
    Local calendar: create your calendar and enter your upcoming appointments.
    Web Calendar: Synchronize external calendar data with your ILIAS calendar system.
  10. Click on Save.
  11. ILIAS gives you the feedback: The settings have been saved and navigates you back to the Manage Calendar tab.

Variant 2

  1. Open Calendar.
  2. Open the Agenda tab.
  3. In the Calendar selection block, click the ▼ menu.
  4. In the drop-down menu, select the entry Create new calendar.
  5. Now follow the instruction steps of the 1st variant from step 4.

Edit calendar

You want to edit a calendar that you have created yourself.

  1. Open Calendar.
  2. Open the Manage calendars tab.
  3. Click Actions next to the calendar.
  4. ILIAS opens the Actions menu.
  5. Click on the Settings link.
  6. ILIAS opens a page.    
    Note: The name, color, and location of the calendar can be edited here.
  7. Make the desired changes in the text entry fields.
  8. Click on the Save button.
  9. ILIAS gives you the feedback: The settings have been saved.

Synchronize external calendar data.

You want to synchronize external calendar data with the ILIAS calendar system.
Note: You can synchronize external calendars as long as they are online and iCal-enabled.

  1. Open Calendar.
  2. Open the Manage calendars tab.
  3. Click on the Create new calendar button.
  4. Enter a calendar name.
  5. Select your desired calendar type.
  6. Select a color. Click on the arrow next to the Color field.
  7. ILIAS opens a selection menu where you can choose a color.
  8. Under Location of the calendar, select Web calendar.
  9. ILIAS requires at least the URL of the calendar.
    Note: If a login protects the calendar, you must also enter your username and password for the external system.
  10. Click on the Save button.
  11. ILIAS synchronizes your external calendar with the system and gives you the feedback: The settings have been saved.

Update synchronized calendars

You want to update your external calendar manually.
Note: Normally, ILIAS updates external calendars automatically. However, if an administrator has disabled this feature, you will need to update the external calendar manually.

  1. Open Calendar.
  2. Open the Manage calendars tab.
  3. Click Synchronize Calendar under the Actions menu of the external calendar.
  4. ILIAS will give you feedback: The calendar appointments have been updated.

Delete calendar

You want to delete a calendar you created yourself.

Note: You cannot delete calendars created automatically in courses or groups. Calendars that you cannot delete have neither a checkbox nor a Delete action.

  1. Open Personal Workspace > Calendars and then the Manage Calendars tab.
  2. Select the checkbox in front of the calendar you want to delete. Select the Select All checkbox if you want to delete all the calendars you created yourself.
  3. Click Delete above the table.
  4. ILIAS asks if you want to delete the selected calendar.
  5. Click Delete again.
  6. ILIAS has deleted the calendar, and is no longer displayed in the table.

Share Calendar

Share self-created calendar

You want to share a calendar you created with other users.

  1. Open Personal Workspace > Calendar.
  2. Open the Manage calendars tab.
  3. Click Actions next to the desired calendar.
  4. ILIAS opens the actions menu.
  5. Click on the Share link.
  6. ILIAS opens a search mask.
  7. Select whether you want to search for a specific user or role.
  8. Enter the name of the user/role you want to share the calendar with in the text box.
  9. Click on the Search button.
  10. ILIAS will show you a list of users/roles that may match.
  11. Select the user(s)/role(s) you want.
    Note: Select the Select All checkbox if you want to add all the displayed users/roles to the calendar.
  12. Click the Perform Actions button.
    Note: You can select whether you want to share your calendar with read-only access or with read-and-write access in the Actions menu.
  13. ILIAS will give you feedback: The calendar has been shared with the selected users/roles.

Stop sharing

You want to cancel sharing your calendar with specific users/roles.

  1. Open Calendar.
  2. Open the Manage calendars tab.
  3. Click Actions next to the desired calendar.
  4. ILIAS opens the actions menu.
  5. Click on Share.
  6. At the bottom of the page, you will see a list of all users/roles for whom the calendar is shared.
  7. Select the users/roles for whom you want to stop sharing.
    Note: If you want to end sharing for all users/roles, select the Select All checkbox.
  8. Click the End sharing button.
  9. ILIAS will give them the feedback: Sharing for the selected users/roles has ended.

Manage Appointments

Managing Appointments - Introduction

In ILIAS, a calendar function is available to organize personal appointments and group work. You can view your appointments or milestones, create them, and select different calendar views or settings. An overview of all future appointments can be found in the Agenda tab.

Access to the calendar is possible either via Calendar or via individual courses or groups.

  • When accessing via Calendar, the appointments of all selected courses and groups and all personal appointments are displayed.
  • Only the appointments of the respective course or group are displayed when accessing individual courses or groups.

Switch between views

You can view and manage your appointments from different views.

  1. Open Calendar.
  2. Open the Agenda tab.
  3. You can switch between the following views: day, week, month, or list view.
  4. Click on the desired button: Day, Week, Month, or List.
    Day view: The current day is displayed first in the day view. You can see the appointments of the day and create appointments or milestones. To switch between different days, click on the link of the desired day in the calendar table. Or click on the arrows to the left and right of the Today button.
    Week view: The current week is displayed first in the week view. You can see the week's appointments and create appointments or milestones. To switch between different weeks, click on the link of the desired calendar week above the calendar table. Or click on the arrows to the left and right of the Today button.
    Month view: The current month is displayed first in the month view. You can see the dates of the month and create appointments or milestones. To switch between different months, click on the link of the desired month above the calendar table. Or click on the arrows to the left and right of the Today button.
    List view: In the list view, all future appointments or milestones of a certain period are displayed. Specify the time period:
  5. Click on the Days button
  6. ILIAS opens a selection menu.
  7. You can choose between 1 day, 1 week, 1 month or 6 months.
  8. ILIAS shows you all future appointments or milestones that are due in your selected period.

Display specific calendars

You want to display only certain calendars.

  1. Open Calendar.
  2. On the lower right side you will find the calendar selection.
  3. Select the calendars you want to be displayed here and activate the check boxes next to the desired calendars.
  4. Click on the Refresh button.
  5. ILIAS will give you the feedback: The settings have been saved and now shows you only the entries from the selected calendars.

Favorites and My Courses and Groups

You want to display only the calendars that are relevant to you based on your offers and memberships.

  1. To the right of the calendar selection is a ▼ menu. Here you will find the options for calendar selection.
  2. ILIAS opens a selection menu.
  3. Here you can choose between Favorites and My Courses and Groups. As soon as you have removed an offer from the favorites or terminated a membership ("My memberships"), the relevant options are no longer available in the respective calendar selection mode.

Note: Self-created, and public calendars appear in both modes.

Create a new appointment

You want to create a new appointment.

Variant 1

  1. Open Calendar.
  2. Open the Agenda tab.
  3. Click on the button Create an appointment.
  4. ILIAS opens the New appointment area.
  5. Give your appointment a title.
  6. Select the calendar in which the appointment should be entered from the calendar selection menu.
  7. Enter the date and time of your appointment.
    Select the All-day appointment checkbox if your appointment is an all-day appointment.
  8. If necessary, you can select a type of recurrence in the drop-down menu:
    - if your appointment takes place only once, select No recurrence.
    - if your appointment takes place regularly, select the appropriate interval.
    - Optionally, you can add a location and explain your appointment with a description.
  9. If you want all course/group participants to be notified of the appointment change by mail, select the
    - Course/group notification checkbox.

    Note: This selection option is only displayed to course and group administrators and is only selectable if a course or group calendar is selected under Calendar Selection.
  10. Click on the button Create an appointment.
  11. ILIAS will give you the feedback: A new appointment has been created. The appointment will be displayed in the corresponding calendar.

Variant 2

Prerequisite: You must be in the daily, weekly, or monthly view.

  1. You are on the dashboard.
  2. In the Calendar block on the right, click the date you want to add an appointment.
  3. Click on the plus symbol to the right of the desired day or time.
  4. ILIAS opens a selection menu.
  5. Click on New appointment.
  6. Now follow the instruction steps of the 1st variant from step 5.

View details of an appointment

You want to view the details of an appointment.

  1. Open Calendar.
  2. Open the Agenda tab.
  3. Click on the corresponding appointment in the daily, weekly, monthly or list view.
  4. ILIAS displays a small window. In it you get information about the calendar type, the calendar name, the appointment, the location, a description and a link to the corresponding ILIAS object in which the calendar was created.

Edit Appointment

You want to edit a self-created appointment.

  1. Open Calendar.
  2. Open the Agenda tab.
  3. Click on the corresponding appointment in the day, week, month or list view.
    ILIAS will display a small window.
  4. Click on the Edit link in the upper left corner.
    ILIAS opens a new page where you can edit the appointment.
  5. Make the desired changes in the text entry fields.
  6. Click on the Save button.
  7. ILIAS gives you the feedback: The settings have been saved and navigates you back to the last used calendar view.

Register for an appointment.

Note: This function exists only for course or group calendars and only if the administrator has enabled it.

  1. Open Calendar.
  2. Open the Agenda tab.
  3. Click on the corresponding appointment in the daily, weekly, monthly or list view.
  4. ILIAS opens a small window.
  5. Click the Log In button in the upper right corner.
  6. ILIAS asks you to confirm the registration for this appointment.
  7. Click the Log in button again.
  8. ILIAS gives you the feedback: You have been registered for this appointment.

Sort appointments

You want to sort your appointments by date, title, repetitions, or last update. The Agenda tab displays all your future appointments with title, date and time, duration, number of repetitions, and last update.

  1. Open Calendar.
  2. Open the Agenda tab.

You can sort your appointments in several ways:

  1. Click the Appointment column heading to sort your appointments by date.
  2. Click the Title column heading to sort your appointments by alphabet.
  3. Click the Recurrences column heading to sort your appointments according to the recurrences. ILIAS sorts the appointments by daily, weekly, monthly, or yearly recurrence.
  4. Click the Last Update column heading to sort your appointments according to their updates.

A sort arrow next to the column heading indicates whether your appointments are sorted in ascending or descending order.

Import appointments

You want to import appointments from another file.

  1. Open Calendar.
  2. Open the Manage calendars tab.
  3. Select the desired calendar/course.
  4. Open the corresponding Actions menu to the right of the calendar/course.
  5. Select the Import events item.
  6. Click the Select file button.
  7. Select the desired file.
    Note: the maximum allowed upload size is 400.0 MB, the allowed file type is .ics.
  8. Click on the Import button.
  9. ILIAS imports your appointments into the desired calendar/course and gives you the feedback: New appointments have been imported ( ).

Delete appointment

You want to delete a self-created appointment:

  1. Open Calendar.
  2. Open the Agenda tab.
  3. Click on the corresponding appointment in the day, week, month or list view.
  4. ILIAS displays a small window.
  5. Click on the Delete link in the upper right corner.
  6. ILIAS will ask you if you are sure you want to delete the appointment. Click on the Delete button.
    Note: If the appointment has repeats, you can delete just the single appointment or all repeats.
  7. ILIAS will give you feedback: The selected appointments have been deleted and will navigate you back to the appointment view.

Creating appointments for consultation hours

Introduction of office hours

Publish your office hours in various places on the learning platform.

Create regularly recurring office hours as a series of office hours.

These appointments are then available to specific participants.

  • Who can book a consultation depends on the objects from which you make the appointments bookable and whether you reserve appointments for specific consultation groups.
  • Participants can then sign up for the appointments, or you can actively assign participants to the appointments.
  • You can cancel appointments. Assigned participants will then be automatically notified.
  • You can also let other users manage your office hours, e.g., enter someone from the secretary's office to manage the bookings.

You will be notified by mail when one of your office hours has been booked. If this is not the case, the administrator has not yet activated a corresponding so-called "cron-job". You can contact your administrator anytime via the Contact Administrator link at the bottom of the page.

Note: The office hours administration is only available if the participant has the corresponding right.

Create a new consultation hour series.

A series of office hours make it easy to create office hours that repeat daily, weekly, and monthly.

  1. Open Personal Workspace > Calendar.
  2. Click on Create new office hour series in the tab Office hour appointments.
  3. ILIAS displays the Create new office hour series form.
  4. Under Title, give the consultation series a name.
  5. Under Start, specify the start of the consultation series: Type the date and time in the input field, click on the calendar icon, and select the information in a displayed calendar.
    Specify the duration of an appointment and how long individual consultation hours to be booked should last.
  6. Under the Number of appointments per consultation hour, specify how many appointments are to be offered per consultation hour. If you enter "1", each consultation hour in your series will consist of only one appointment. If you allow multiple appointments per consultation hour, each consultation hour in the series will be created with multiple appointments.
  7. Under Recurrences, select daily, weekly, monthly, or no recurrence. Specify how many office hours should take place.
  8. Under Registrations per appointment, enter how many participants can attend a single appointment of a consultation hour.
  9. Under Latest registration, specify how much in advance registration for the consultation should be possible.
  10. Under Location you can add the address and room number of the consultation and explain your appointment with a description.
    In the section Object in the repository, you limit the registration for your consultation hours to one or more objects (e.g., courses). Use the input field to enter the "ID" of the object. A comma does the separation of the individual "IDs". The "ID" can be found under the Info tab of the respective object in the "Link to this page: <https://www.example.com/ilias/goto_uk_crs_123456.html"> area. The "ID" is 123456, entered in the field. The consultation hour will then be created only for the members of the objects you have selected.
  11. Click on Save.
  12. ILIAS confirms your settings and creates a new series of consultation hours.

Edit consultation hours

You want to edit a created series of consultation hours.

  1. Open Personal workspace > Calendar and then the Consultation hours tab.
  2. Activate the checkbox in front of the desired consultation hour. You can also select all the appointments created in this series for editing simultaneously. To do this, activate the Select all checkbox at the bottom of the page.
  3. Open the selection menu above the consultation hours.
  4. Select the Edit entry and click Perform Actions.
  5. ILIAS displays the Edit appointment form. If you edit the appointment afterward, not all properties are editable, e.g., duration of an appointment, number of appointments per office hour, and repetitions.
  6. Change the desired properties and click Save.
  7. ILIAS displays the Consultation hours table and has applied the changes.

Assign participants

You want to assign participants to your office hours.

  1. Open Personal workspace > Calendar and then the Consultation hours management tab.
  2. Click the Actions menu to the right of the office hour you want to edit.
  3. ILIAS opens a selection menu.
  4. Select the entry Assign Participant.
  5. You can search for user/role/course and group names. To do this, activate the desired radio button and enter the name in the text input field. Click on Search.
  6. ILIAS will display the search results.
  7. When you have found the desired participant, activate the checkbox in front of the name. If you have searched for a course, group, or role name, you must first list the users before continuing.
  8. Click on Add.
  9. ILIAS will display the selected participants in the Speech Appointments table.

Assigning rights for the administration of consultation hours

You want to allow another user to manage your consultation hours. This user can edit and manage the appointments.

  1. Open Personal workspace > Calendar. Open the tab Office hours administration.
  2. ILIAS shows the tabs of the office hours administration.
  3. Open the tab Settings.
  4. Enter the username, of the user, in the text box.
  5. Click on Save.
  6. ILIAS sets up a new tab in the user's office hours administration. This will give the user access to your office hours appointments. This user can edit and manage the appointments.

Delete consultation hour appointments.

You would like to delete created consultation hour appointments.

  1. Open the calendar.
  2. Open the Consultation hour administration tab.
  3. Activate the checkbox in front of the desired consultation hour.
    Note: You can delete all the appointments created in this row simultaneously. To do this, activate the “Select all” checkbox at the bottom of the page.
  4. Open the selection menu above the consultation hours.
  5. Select the entry Delete and click on Perform actions.
  6. ILIAS will ask you if you are sure you want to delete the appointment.
  7. Click on the Delete button.
  8. ILIAS reports that the selected appointments have been deleted.
    Note: You can also delete the appointment from the Actions menu to the right of the office hour. Open this and click on the Delete link.

Manage bookings for consultation appointments.

View the status of a booking.

You want to view the status of a booking from your calendar.

  1. Open Calendar.
  2. You are on the calendar in the agenda.

On the right side of the appointment, you will see green for free, red for booked, and yellow for booked but not yet complete. If you click on the appointment, you will also see who has booked it and when it will take place.

View appointment bookings

You want to view your appointment bookings. Bookings are learner office hour registrations.

  1. Open Calendar.
  2. Open the tab Office hours management.
  3. Click on the link Bookings.
  4. ILIAS shows you an overview of all bookings.
    Note: Via the daily, weekly, or monthly view tabs of the calendar, you can view the booking status. On the right margin, the color green stands for free, the color red for booked, and the color yellow for booked but not yet complete.

Cancel appointment bookings

You want to cancel an appointment booking.

  1. Open Calendar.
  2. Open the tab Office hours management.
  3. Click on the link Bookings.
  4. ILIAS shows you an overview of all bookings.
  5. Activate the checkbox in front of the desired booking.
  6. Open the Actions menu above the booking.
  7. Select the entry Cancel appointment booking and click on the button Execute action.
  8. ILIAS will ask you if you are sure you want to cancel the appointment.
  9. Click the Cancel appointment booking button.
    Note: When you cancel an appointment, the booking person will receive a cancellation email. Please use the "Delete appointment booking" function if you do not intend to do this.
  10. ILIAS will cancel the selected bookings, delete them, and give you an overview of the remaining bookings.
    Note: You can also cancel appointments using the Actions menu to the right of the booking. To do this, open the Actions menu and click the Cancel appointment booking link.

Delete appointment bookings

You want to delete an appointment booking.

  1. Open Calendar.
  2. Open the tab Office hours management.
  3. Click on the link Bookings.
  4. ILIAS shows you an overview of all bookings.
  5. Activate the checkbox in front of the desired booking.
  6. Open the Actions menu above the booking.
  7. Select the entry Delete appointment booking and click the Execute action button.
  8. ILIAS will ask you if you are sure you want to delete the appointment.
  9. Click the Delete appointment booking button.
    Note: When you delete an appointment booking, the person making the booking will not receive a cancellation email. Please use the Cancel Appointment Booking function if you do not intend to do this.
  10. ILIAS will delete the selected bookings and give you an overview of all bookings.
    Note: You can also delete appointments using the actions menu to the right of the booking. To do this, open the Actions menu and click the Delete appointment booking link.

Group bookings for consultation hours

Create a consultation group.

You want to create a consultation group. With the help of consultation hour groups, you can combine several users into one consultation hour group. This function enables

  • you to create consultation appointments that can only be booked by members of such a group.
  • only a defined number of the members of such a group can register for a consultation appointment in the future.
  1. Open Calendar.
  2. Open the Consultation hours administration tab.
  3. Click on the link Consultation groups.
  4. Click on the Create new consultation group button.
  5. Enter a mandatory title in the text input field.
  6. Mandatorily enter a maximum number of bookings per participant of this appointment group in the
  7. Bookings per participant field.
  8. Click the Save button.
  9. ILIAS saves your settings and displays an overview of your created office hour groups.

Edit consultation hours group

You want to edit a consultation group.

  1. Open Calendar.
  2. Open the Consultation hours management tab.
  3. Click the Consultation groups link.
  4. Open the Actions menu to the right of the created office hours group.
  5. Click on the Edit link.
  6. ILIAS opens a new page where you can edit the office hours group.
  7. Then click on the Save button.
  8. ILIAS saves your settings and displays an overview of your created office hour groups.

Delete consultation group

You want to delete a consultation group.

  1. Open Calendar.
  2. Open the tab Office hours management.
  3. Click on the link Consultation hour groups.
  4. Open the Actions menu to the right of the created office hours group.
  5. Click on the Delete link.
  6. ILIAS will ask if you are sure you want to delete the office hours group.
  7. Click on the Delete button.
  8. ILIAS saves your settings and displays an overview of your created office hour groups.

Time format and zone settings

Select the date format and time zone

You want to change the time zone, time format, or the beginning of the week (Sunday or Monday).

  1. Open Calendar.
  2. Open the Settings tab.
  3. In the Calendar Settings section, you can make the following settings:
    ILIAS time zone: Select the nearest city in your time zone from the drop-down menu.
    Time zone for calendar export: Choose between the ILIAS time zone used and the UTC zone (coordinated universal time, compatible with MS Outlook).
    Date format for input: Select the format for entering the date in the drop-down menu.
    Time format: Select a format for the input and display of the time in the selection menu. Here you can choose between an hour count up to 12 o'clock or 24 o'clock.
  4. Click on Save after you have made your changes.
  5. ILIAS gives you the feedback: The settings have been saved.

Determine the beginning of the week

You want to determine the beginning of the week.

  1. Open Calendar.
  2. Open the Settings tab. Calendar settings
  3. In the Week/month view settings section, you can select Sunday or Monday as the beginning of the week.
  4. To do this, select the corresponding radio button.
  5. Click on Save after you have made your changes.
  6. ILIAS gives you the feedback: The settings have been saved.

Set the start and end of the day.

You want to define at which hour your day and week view start and end.

With this, you can set the start and end of the day individually.

  1. Open Calendar.
  2. Open the Settings tab.
  3. In the Day/Week View Settings section, you can make the following settings:
    Day start: select your desired day start in the drop-down menu.
    End of day: Select your desired end in the drop-down menu.
  4. Click on Save after you have made your changes.
  5. ILIAS gives you the feedback: The settings have been saved.

Manage Milestones

Introductory Notes

Besides ordinary appointments, you can also create milestones. Milestones are the first approach to project management in ILIAS. In contrast to normal appointments, they are always full-day appointments and have two additional possible properties:

  • a desired degree of completion (0% to 100%)
  • any number of users who are "responsible" for the associated task

Create new milestone

You want to create a new milestone.

  1. Open Personal workspace > Calendar.
  2. Click on the date of the day you want to create a milestone.
  3. ILIAS opens the day view of this date.
  4. Click on the plus icon to create a new date.
    This is located next to the date in the week and month views.
    Note: Since milestones are always all-day appointments, they cannot be created using the plus icon next to the time, for appointments, in the day view.
  5. Click the New Milestone button in the drop-down menu.
  6. ILIAS opens the New Milestone area.
  7. Give your milestone a title.
  8. In the calendar selection drop-down menu, select the calendar where you want the milestone to be entered.
  9. Select an end date by which the milestone should be completed.
  10. Enter the desired degree of completion.
  11. Optionally, you can add a description.
  12. If you want selected users to receive an email with the deadline details, enter the ILIAS username or a valid email address in the input field.
    Note: Use the plus to enter another user or the minus to remove a user.
  13. If you want all course/group participants to be notified about the milestone by mail, select the Course/group notification checkbox.
    Note: This option is only displayed to course and group administrators if the feature is turned on.
  14. Click Add Milestone. If you have the right to edit settings in a group or course, you can name the persons responsible for the milestone from among the course/group members in a further step. In this case, the calendar of a group or course must have been selected as the calendar selection beforehand.
  15. Click on Save.
  16. ILIAS shows the milestone in the corresponding calendar and gives you the feedback: The milestone has been created.

Edit Milestone

You want to edit a milestone that has already been created.

  1. Open Personal Workspace > Calendar.
  2. Open the Agenda tab.
  3. Click on the corresponding milestone in the daily, weekly, monthly or list view.
  4. ILIAS will display a small window.
  5. Click the Edit link in the upper left corner.
  6. ILIAS opens a new page where you can edit the milestone.
  7. Make the desired changes in the text entry fields.
  8. Click on Save.
  9. ILIAS gives you the feedback: The settings /cus have been saved and navigates you back to the last used calendar view.

Designate responsible members

You want to name responsible persons for the milestone from the course/group members. You need the Edit settings right for the respective course or group to use this function.

  1. Open Personal Workspace > Calendar.
  2. Create a milestone in the course/group in which you have editing rights.
  3. ILIAS reports that the milestone has been created and asks you to select the members who will be responsible for the milestone.
  4. Select members from the member list by selecting the desired checkbox.
  5. Click Save Responsible Members.
  6. ILIAS saves the selected members as responsible members.

Delete Milestone

You want to delete a milestone.

  1. Open Personal Workspace > Calendar.
  2. Open the Agenda tab.
  3. Click the corresponding milestone in the daily, weekly, monthly or list view.
  4. Click the Delete link in the upper right corner.
  5. ILIAS asks if you are sure you want to delete this milestone.
  6. Click on Delete.
  7. ILIAS gives you the feedback: The selected dates have been deleted.