11.11 How to Use Meeting Scheduling?

When arranging a meeting, the meeting invitee needs to quickly check the availability of participants' calendars to determine a suitable time for the meeting. Without having to share calendars, the meeting organizer can directly inquire about the availability status of members within the organization through the "meeting scheduling" tool.

• Meeting Schedule Interface Explanation
  1. Click on "Meeting Schedule" in the top toolbar to access the meeting scheduling page.
  2. The main screen of the meeting schedule is as shown in the following diagram:
• Main Screen Introduction

The main screen of the meeting schedule can be divided into the following three areas, as shown in the diagram below:

1. Meeting Agenda: As indicated in the green area in the diagram above, users can set up relevant resources for scheduling meetings here, including: specifying calendars, attendees, guests, and event details.
2. Schedule Meeting Slots: Users can view the availability of various resources in the blue blocks on the diagram above and select a meeting time.
3. Button: As indicated in the yellow highlighted area in the above image, users can check "Check Event Conflicts" to review the calendar conflicts of attendees; or save, reset, or cancel the meeting schedule for this session.

• How to use the meeting scheduler?
• When you want to schedule multiple members' time or multiple resources simultaneously, you can achieve your needs through the meeting scheduler. There is no specific order required for setting up the schedule. Just select the meeting time and configure the relevant details, then click "Save" to complete the arrangement.
  1. Click on the "Calendar" tab in "Schedule Meeting Content" to set the target calendar. The available calendars for setting include "Personal Calendar" and "Public Calendar".
     • "Personal Calendar": This feature will display a list of personal calendars, providing a dropdown menu to switch between individual calendars. It is necessary to select one personal calendar to serve as the default calendar for storing meeting scheduling data.
     • "Public Calendar": This will display a list of public calendars. Check the resources you need to use (e.g. projector, laptop, meeting room), and the availability of the selected resources will be shown in the "Schedule Meeting Times" section on the right.
  2. Click on the "Arrange Meeting Content" tab, and go to the "Attendees" section. In the spaces provided for attendees and observers, enter the email addresses of the invitees to invite them to attend or observe the meeting. If the invitees have set their privacy status (located in personal settings) to "public status" or "fully public," users can directly check the invitees' calendar availability in the "Schedule Meeting Time" section.
  3. Click on the "Event Information" tab in "Arrange Meeting Content" to edit meeting-related information, including title, location, and content, and choose the way of meeting reminders.
  4. In the "Schedule Meeting Time" calendar view area, you can directly click and drag on any date or time slot to select a time segment and enter the setting screen; once selected, you can also adjust the meeting time by dragging it.
  5. Finally, in the "button" section, you can choose to save, reset, or cancel this meeting schedule. You can also check whether to "check for event conflicts" and "send invitations."
     • Check for event conflicts: Before saving this meeting schedule, the calendars of attendees will be checked for any potential conflicts.
     • Send Invitation: Send the meeting invitation email to the attendees.