Scheduling a Meeting

Meeting requests can be an organisation-wide occurrence and are not always related to a single project. Therefore they're found under the Resources tab at the top of your screen, rather than the resource manager for a given project. 

Only department managers can schedule meetings in admation. To schedule a meeting, click the Resources tab. You have to have specific permissions in order to see this button.

Then click New Meeting . It’s a button found on the right side of the screen. 

Then enter your meeting information including name, location and brief description along the left hand side of the screen.

As a new option, you can also link a meeting to an existing project in the system by clicking the Pencil Icon  next to the Project section. The meeting will then be linked to the project through your Project Resources.

You can upload supporting attachments or documentation where needed.

Inviting People to your Meeting

Then cast your eye over the right hand side of the screen. There's a heading for attendees. Invite your team to the meeting using the Pen icon .  Then search for and select the users that you’d like to invite to the meeting. Invite a user to the meeting by clicking the Green arrow.

You can also invite groups of people to the meeting by selecting the System Groups tab. This assumes that you have a set of pre-loaded user groups in the system. You may also invite external users to a meeting via the External Users tab. For external users, you'll need to know the first name, last name and email address of that user. 

All selected users are displayed on the right hand side of the screen. If you've made a mistake, or no longer want a person attending the meeting, click the red cross next to their name.

Click Done, once you’re happy with your inputs. You'll notice that the calendar at the bottom of your screen will now pre-fill with any existing tasks or meetings that may already be assigned to all meeting attendees. You will need to schedule your meeting time around these existing obligations.

Determining Your Meeting Time

Specify the minutes required for the meeting and if necessary, you may also select the meeting's time zone. To hold the meeting on a recurring daily, monthly or weekly basis, select the desired option from the Repeat dropdown list.

To schedule a meeting, you may either choose a start date and time from the dropdown, or you may drag and drop the meeting into the visual calendar. 

 

Scheduling Meetings Based on Team Workloads

In this visual editing view, you can see each attendee’s workload capacity on the timeline. This feature is intended to help you decide when to schedule the meeting among existing team workloads.

• Black indicates that no attendee is available;
• Dark Grey indicates that few attendees would be available at that time;
• Grey indicates some attendees will be available at that time;
• Light grey indicates most attendees will be available at that time;
• Empty white space indicates every attendee should be available to attend the meeting;

The option to Send Invitations to the attendees about the meeting is pre-selected. You may unselect it if you wish. 

If you're dragging and dropping a meeting onto the visual calendar, the proposed meeting is shown as a blue button that says Please drag me. Drag and drop the meeting onto a white section on the visual calendar. Click Save once you’re finished.

Viewing, Editing and Cancelling Your Existing Meetings

As a department manager, you can view, edit and cancel any of your existing meetings by heading to Resources then to the Meetings tab. Click the Meetings tab to display all the scheduled meetings.

To cancel the meeting or edit its details, click the pen icon . 

Editing an existing meeting will show the same meeting screen discussed earlier. Make your edits as needed and click Save once you're done. Or look to the bottom of this screen to Cancel Meeting if you require it.