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Cahoots Instruction Manual

by morr last modified 2015-02-27 08:57

Cahoots is an easy to use web application that allows event sponsors to find the most convenient time to hold the event for the event participants. The event sponsor uses a special, impossible to guess URL to propose days and times on which to meet, and then shares a different, impossible to guess public URL to the event with the desired participants. A user account is not necessary, so anyone is free to indicate their availabilities for the event as long as they have the public URL.

Event Participants

Adding Your Availability

  1. You will be given a link to view the event. Make sure you get the full URL that contains a unique 32 character key at the end.
  2. Using the text box at the bottom, enter a name that represents you to your colleagues. Please try to enter something somewhat professional because others will see what you put here. However, we will leave that up to your discretion.
  3. Click on the check boxes underneath the time slots that correspond to the times at which you can attend the meeting.
  4. Click the Add Button to add your entry for the event. You will return to the view page with your submission added.

Event Sponsors

Creating An Event

Steps for Creating a New Event

  1. Navigate to
  2. Click on the “Create A New Event” link in the Cahoots navigation on left.
  3. Enter your email address in the text box and then click Add. This will create the event and email you links to the event.
  4. Check your inbox for the new email. (The sender will be
  5. Follow the top URL from the email to begin managing your event.

Managing Your Event

Event Details

  1. Decide on a title for your event and enter it into the title text box.
  2. Give your event a description and enter it into the description text box.
  3. You can edit the expiration date to any date you see fit. It will default to one month from the date it was created.
  4. Save your changes by clicking the Save Button.

Making Time Slots

  1. Choose a date for your time slot and enter it into the date text box. (note the format required next to the text box)
  2. Choose a time during this date for the the time slot and enter it into the time text box. For times, you can enter things like: “7 am”, “0800”, “9 o' clock”, “10 sharp”, “11:00”, “Noon”, “Evening”, “When the sundial goes dark”, or any other phrase that you wish.
  3. Click the Add button to add this time slot to your event.
  4. You can continue adding time slots as you see fit. If you add an additional time slot for a day in which you already have a time slot, it will appear after the previously made time slots for that day, grouped under that date.
  5. You will also have the option to remove time slots as long as nobody has added any entries for their availability to the event. However, you will also have the option to remove these entries in order to be able to edit the time slots if necessary.

Finishing Up

  1. After you are happy with your settings and time slots, you can begin sharing the public URL with others (the link can be found at the bottom of the email or at the bottom of the page you used to manage the event). Be sure you send the full URL with the complete 32 character key at the end to the event participants.
  2. Make sure you DO NOT share the special link you used to manage your event with anyone that you do not wish to have full access to edit your event.
  3. You may remove participants' availabilities by using the red X icon next to their entries.
  4. You may edit the Title and Description at any time. You may want to use this feature sparingly so that you do not confuse the event participants, however, we will leave that up to your discretion in case this is your goal.
  5. You may also edit the expiration at any time.
  6. Expired events are not viewable by anyone and will be purged 6 months after the expiration date.

Additional Support

If you have any questions about any of the above processes, please contact the Help Desk at