Meeting Scheduling

Introduction

The Meeting Scheduling module enables efficient coordination of meetings, appointments, and events with multiple participants. It allows creating polls for multiple possible time slots where each participant selects their preferred options. The system automatically evaluates which times work for most participants, significantly simplifying group meeting coordination. The module supports both internal eIntranet users and external participants via public link without registration.

Main Features

• Create meeting polls with name, location, and notes
• Offer multiple time slot options (date, start and end time)
• Participant voting with single or multiple selection
• Public access for external participants without login
• Automatic email notifications when responses are submitted
• Statistics showing time slot popularity
• Excel export of results
• Send invitations to internal and external users
• Set deadline for responses
• Option to hide other participants responses
• History of sent invitations and responses
• Copy email addresses of all participants

User Rights

Level 0: No Access

No access to the module. Not visible in navigation menu.

Level 5: View All Meetings

Can view all meetings and their details including offered times and responses. Cannot create new or edit existing meetings.

Level 10: Create and Edit Meetings

Can create new meetings, edit own meetings, view all meetings. Can add time slots, send invitations, track responses, export results. Cannot delete meetings or edit others meetings.

Level 15: Full Administration

Complete control - can create, view, edit, and delete all meetings without restrictions.

Creating a New Meeting

1. Open Meeting Scheduling module from main menu
2. Click New Meeting button in top right corner
3. Fill in Meeting Name - clear, descriptive title
4. Enter Location - physical address or video conference info
5. Add Note - agenda, preparation requirements, etc.
6. Set Deadline for responses (optional)
7. Configure advanced settings if needed
8. Click Save
9. Add time slots using Add Time Slot button
10. Repeat for all possible time options (recommended 3-5 slots)

Adding Time Slots

In the Possible Times section, click Add Time Slot. Enter Date, Start Time, and End Time. Recommend offering 3-5 options for regular meetings, 7-10 for complex meetings with many participants. Slots display chronologically for easy navigation.

Public Access and Link Sharing

Enable external participants to vote without eIntranet access. In Public Access section, click Enable Public Access to generate unique link. Share this link via email or messaging. External participants must provide name, email, phone, and address before voting.

Disable public access anytime using Disable Public Access button. Existing responses remain but no new external votes accepted.

Meeting Settings

Single Vote Only

When enabled, participants can select only one preferred time slot instead of all suitable options. Useful for getting clear preferences.

Hide Others Responses

Participants cannot see what others selected until they submit their own response. Prevents influence on voting behavior.

Email Notifications

Receive email when someone submits their preferences. Includes participant name and selected times.

Sending Invitations

In Invite Users section, check internal users to invite and click Send Invitations. System sends email with meeting details and direct link for voting. View sent invitation history in Invitation History section.

Use Copy All Emails to copy all participant email addresses for custom emails.

Tracking Responses

Responses appear in Completed Variants section. Table shows time slots as rows and participants as columns. Green checkmarks indicate selected times. Summary count shows votes per slot. Most popular slots are highlighted.

Excel Export

Click Export to Excel to download complete meeting overview including basic info, time slots, participant responses, and contact details.

Closing Voting

After deadline or sufficient responses, select the time slot with most votes. Use Copy All Emails to send confirmation email with final meeting time and location.

Tips

• Offer 3-5 time slots for regular meetings, 7-10 for complex ones
• Spread slots across days or weeks for flexibility
• Use Single Vote for VIP meetings needing clear preferences
• Set realistic deadlines (2-3 days internal, 5-7 days external)
• Send reminders before deadline if response rate is low
• Include agenda in notes for better preparation
• Use descriptive meeting names for easy searching
• Export results for documentation and reporting