Meeting Planner: Scheduler – Meeting Details and Participants

In Meeting Planner, you can create meetings and edit or manage meeting details, participants or agendas.

To start adding or editing meeting Details or Participants:

• Navigate to Meeting Planner in the Navigation Bar on the home page.

• Select Scheduler in the dropdown list.

• Next, select Add in the top right of the Calendar view page or select the relevant meeting in the Meeting List in case a meeting has been scheduled already. In both cases, the Meeting scheduling dialogue displays after selection.

The Meeting dialogue has three tabs:

• Details

• Participants

• Agenda

Meeting Details

Enter the meeting details on the Details tab. Use the various fields available to define:

• Meeting Name: Enter a name for the meeting into this field.

• Date: Enter the proposed date for the meeting or choose the calendar view to select a date.

• Start Time and End Time: Enter start and end time for the meeting or choose the clock to select a time.

• Time Zone: Select the appropriate time zone for the meeting to ensure that the meeting times display at the same time for each participant relative to their time zone.

• Description: Use this field to enter a brief description of the meeting. This will provide participants with an understanding of the purpose of the meeting.

• Company Name: Enter the name of the entity or company that organises the meeting.

• Meeting Type: Select the type of meeting that will take place.

• Location: Enter the address of the meeting location.

To set a location for the meeting, you can enter the Company name or part of the first line of the address into this field.

A selection of addresses that match the text entered into the field displays.

• Select the appropriate address for the location (if displayed). A map view of the location displays.

• Organiser: Organisers are the designated owners of the meeting. Organisers can view and edit the meeting information on all three tabs: Details, Participants and Agenda. Other users are restricted to a summarised version of the meeting details in the Meeting Preview page.

  The organiser field is automatically populated with the name of the user who is logged in. If another organiser is required, select the individual from the dropdown list that displays for your organisation.

• Alternative Organiser(s): The alternative organiser is a substitute organiser and is granted the same meeting rights as the meeting organiser.

Select the Alternative Organiser field to choose the individual user from the list. Several alternative organisers can be selected if required.

When finished with the Details section for the meeting, select the Participants tab.

Edit scheduled meeting details

The scheduled meetings display in the Meetings List and the Scheduler. Both pages can be accessed in Meeting Planner: Introduction.

To access the Meeting preview panel, you have the following two options:

• Navigate to Meetings List, select Open Document next to to relevant meeting. A preview of meeting information displays.

• Select Scheduler, then select the date for which the meeting has been scheduled. A preview of meeting information displays.

To edit a scheduled meeting:

1. Open Meeting Preview by selecting the relevant meeting in the Meeting List.

2. Select Edit to open the Meeting preview panel. The panel contains three tabs: Details, Participants, Agenda.

3. Select the Details tab, then select the pencil icon in the top right of the preview panel. The Meeting dialogue opens where you can edit the fields that are available in Details.

   In the below example, the meeting time is extended to allow for additional items to be added to the agenda.

4. Choose a new ending time for the meeting in the End Time field. The end time updates to reflect the newly set ending time.

5. When finished, select Save.

Meeting Participants

Organisers can select the Meeting Chair and Participants for the meeting on the Participants tab.

Select Meeting Chair and Participants in the respective fields. As individuals are selected, the counter that is located on the Participants tab updates to display the total number of participants for the meeting.

When finished with entering Meeting Details and Participants, select the Agenda tab. To learn about adding or editing agenda items, refer to Meeting Planner: Scheduler – Agenda