To schedule a meeting:Use the Meeting Advisor to set up a meeting for multiple users. Using the parameters that you enter, the system searches for times when all the users you want to include in the meeting are available. After you schedule the meeting, users on the attendee list are notified. For example, HEATHER schedules a meeting for today at 4:30pm. The attendees receive the following message: HEATHER added you to meeting scheduled today at 04:30pm MT.
You can decide whether to search only for times when users have indicated they are available in Schedule Detail Maintenance. Or you can have the system search only for times that a user has a previous event scheduled. If you search only for a user's busy times, however, the system will not list times that a user has marked as available.
For example, Dawn has office hours from 9:00am to 5:00pm. She has marked these hours as available to indicate to the system that she can be scheduled for events and meetings during these hours. Dawn also has a daily meeting from 2:00pm to 2:30pm that she has marked as busy to indicate to the system that she cannot be scheduled for other events at this time.
If you want to schedule a meeting with Dawn today sometime between 8:00am and 5:00pm, indicate to the Meeting Advisor to search for Dawn's available times. It will show you that Dawn can attend the meeting at any time between 9:00am and 2:00pm and 2:30pm and 5:00pm. If you indicate to the system to search for Dawn's busy times only, it will show that she is busy from 2:00 to 2:30, but it will also show that she is available between 8:00am and 2:00pm and 2:30pm and 5:00pm. This listing would be incorrect. Dawn is not available between 8:00 and 9:00 because she is not in the office during this time.
We recommend that you search for available times, unless your users only indicate times when they are busy.
If authorized, you can also view a user's daily schedule to see when they have available time slots in order to determine a meeting time.
To schedule a meeting:From the System > Scheduler menu, select Meeting Advisor to display the Meeting Advisor screen.
Note: You can also display this screen by using the Meeting Adv hot key on the Schedule Detail Maintenance screen.
In the Meeting Length field, enter the expected length of the meeting in Minutes or Hours. The default is 60:00 Minutes.
In the Date field, enter the date for which you want to schedule the meeting. To change the meeting date to the current day, use the Today hot key.
In the Time Zone field, enter the time zone in which you are scheduling the meeting.
By default, the system displays the time zone assigned to your user ID in User Maintenance.
In the Meeting Attendees column, enter the IDs of the users you want to attend the meeting.
The system displays each user's full name and phone extension next to their ID.
In the Search Start Time and Search End Time fields, enter the time range within which you want to schedule the meeting.
In the Ignore Availability field, enter Y to ignore the users' availability when searching for a time when everyone is available.
Use the Search for Meeting Times hot key to display the times when the users are available.
The times display in the User Available Times field. To view a user's daily schedule, position the cursor on the ID and use the Daily Sched hot key.
Use the Create Meeting hot key to display the Select Valid Meeting Time screen. This hot key activates after the search for times completes.
This screen displays blocks of time during which you can schedule the meeting, such as "8:00am to 12:00pm" or "3:30pm to 5:00pm."
Select a block of time.
At the Select a Meeting Time Between prompt, enter the starting time for the meeting.
The system displays the Schedule Detail Maintenance screen.
Enter the event information.
Press Esc to schedule the meeting and return to the Meeting Advisor screen.
Press Esc to exit the Meeting Advisor screen.
The system sends a message to each user, notifying them that you have scheduled the meeting.
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