In this guide, we will walk you through the steps to using MeetingFull's Intellignet Scheduler to find meeting times across busy calendars and time zones.
Go to app.meetingfull.com
1. Create a meeting: Hover on "Create New" and choose "Meeting"
2. Add a meeting title
3. Add meeting attendees
The Notes Only attendees are not attendees on the meeting so, they will not be considered in the Intelligent Scheduler
4. Choose the "Date Range" radio button
5. Set the meeting length
This will determine the slot of time that the Intelligent Scheduler will look for
6. Choose the earliest and latest date and time you'd like to meet
The Intelligent Scheduler will look for available meeting times within this range
7. Tap the Intelligent Scheduler button
8. Let MeetingFull help you find the best times to meet!
9. Due to Working Hours and Scheduling Conflicts, there are no available times to meet on any of those days. Let's fix that!
The blue circles indicate how many available meeting times were found within each day
10. In this section you can see the time zone of each attendee. Toggle on the Working Hours toggle to see times out of attendees' working hours.
Because this meeting has attendees from across the world, there is no overlap in their Working Hours so, there are no open times to meet! Generally, a global team understands that they may need to meet outside of their preferred working hours.
11. This returned some results! Let's drill see if they are good options...
We'd rather choose a time that is somewhat close to the attendee's working hours.
12. Expand the day to see the available time slots. Tap on a time slot to see more details
You'll be able to see which attendee has the conflict.
13. If you need to see more results, toggle to see times with Conflicts
Use the % filter to control what percentage of attendees need to be free for the time to be available.
14. You can also toggle to see All Day Event and "Free" Conflicts
Often, people have some availability when their calendar is blocked with an All Day Event. "Free" conflicts are calendar events which are marked as "Free" on the attendee's calendar.
15. If you need to book over someone's conflict respectfully ask them to "move their conflict"
The attendee will get a message in MeetingFull as well as an email (even for non-MeetingFull users) explaining that you trying to respect their time and uderstand that they have a conflict but, your meeting needs to take precedence.
16. Choose a time & save your selection
This will bring your selected time back to your meeting agenda.
This guide covered the how to use the Intelligent Scheduler in MeetingFull to find the best times to meet.