Meetings

 

Like an Appointment, a Meeting is an event that has a specific start and end time. A meeting, however, has the added elements of a specific location where it will take place and a list of people who will attend it. For example, a meeting is used when you want to schedule a block of time with your co-workers to discuss your work. When you create the meeting, you will specify the time, location, and attendees.

Scheduling Meetings

To schedule a meeting on the calendar:

  1. Log in to WorldClient and click the calendar icon on the main navigation bar.

  2. Use the drop-down list box at the top of the page to choose the calendar on which you wish to schedule the meeting.

  3. Click the Schedule Meeting icon  that corresponds to the date on which you wish to schedule the meeting. You may, however, click the icon on any other date and still schedule the meeting for the appropriate date, but that will require that you manually change the schedule date while creating the meeting.  

Note

If you are viewing someone elseÆs calendar and this icon is not visible then you do not have permission to schedule meetings for that person.

  1. The Schedule Meeting screen will appear. Under ôType of eventö, use the drop-down list box to choose whether you want the meetingÆs viewable status to be public or private.

  2. Use the date and time controls in the ôEvent start and end timesö section to set the date and start and end times for the meeting. You must set both a start and end time for the meeting.

  3. In the drop-down list box labeled ôSend reminder this far in advance of the eventö choose when you want to be sent a reminder message about the meeting. This message will be sent to all meeting attendees (designated in step 9 below). You can also choose ôNo reminderö if you do not want the reminder message to be sent.

  4. Click the checkbox labeled ôIts okay to schedule this meeting at the first free opportunityö if you want to use the auto scheduling feature to avoid scheduling conflicts amongst the attendees. When this box is checked, you will be informed when a conflict is encountered and given the opportunity to choose a different time-slot for the meeting.

  5. Below the date and time controls, use the text box for entering some descriptive text or the details of the meeting.

  6. In the box under ôAttendeesö, hold down the CTRL (control) button and click the users whom you wish to schedule to attend the meeting.

  7. Click Finished. All attendees will be sent a message informing them of the meeting and its details. If auto scheduling was not used and one or more of the attendees has a conflict, they will be sent a message informing them of the meeting and its conflict with their schedule. Finally, you will be sent a message summarizing all of the details of the meeting including attendees and schedule conflicts.

  8. To view the meeting, click the date on which it is scheduled on one of the AttendeesÆ calendars.

See Also

Appointments

Memos

Meetings FAQ