Recurring meetings and date finder

Recurring meeting

If you wish to use this meeting as a recurring meeting, click on the slide bar. The options will appear below, where you can choose the frequency for your recurring meeting.

Frequency

Choose “Daily”, “Weekly”, “Monthly” or “Yearly”.

Repetition

Under “Occurs every”, enter the interval, for example every 2 week(s).

• For “Weekly”, tick the “Week days” on which the meeting takes place.
• For “Monthly”, choose whether the meeting takes place on the same weekday (for example “on the 2. Tuesday”) or on the same day of the month (for example “on the 14. day”).

Repetition end

• “Open ended”: the series has no end.
• “Ends after”: the series ends after the number of meeting(s) you enter.
• “Ends on”: the series ends on the date you choose.

Other options

Switch on “Always transfer the content of one meeting to the next one” to keep the content of the meeting room from one meeting to the next.

Changing a recurring meeting

When you edit a recurring meeting, a red message reminds you: “Careful, you are about to edit a recurring meeting.”

If you cancel a recurring meeting with “Cancel selected meetings”, all occurrences are cancelled. To cancel a single occurrence, use its trash icon (“Delete meeting”) in your “Upcoming meetings”. See Your meetings.

Find a date for a meeting

Meeting organizer can ask participants about their availability for a possible meeting. You can create a poll and send it to other participants. To create a new poll, click on the ‘Add’ button at the top right of your screen.

At this point you can create a poll to send to your participants. It is possible to propose different days and times. Just follow the different steps proposed.

1. “Select days”: choose the days in the calendar. Click “Next”.
2. “Select times”: choose up to four times per day and the “Meeting duration”. “Copy time of first day to all the other days” saves you some clicks. Click “Next”.
3. “Finalize”: enter the “Meeting topic” and the email addresses under “Invite participants (optional)”. Tick “Hide email addresses from other participants” if the participants should not see each other’s addresses. You can also add your own email text. Click “Finish”.

After having completed the poll options, the created poll will appear in the list. To access and view the poll, click on the poll link.

The list “Your date finder polls” shows how many people you invited and how many have answered. Your participants open the link, enter their email address, tick the dates that suit them and click “Select chosen dates”.

By selecting the check box(es) in front of the poll(s) you can select the one you wish to delete entirely.
A red text “Delete selected polls” will appear in the top right corner of the interface. Click this text to delete the poll(s)

Schedule the meeting from the poll

Open the poll link while you are logged in. Below the answers, a section appears that only you can see: “Select a date to schedule the meeting”.

1. Choose a date in the “Meeting date” row.
2. Click “Schedule meeting at selected date”.
3. The schedule form opens with the date, the duration, the topic and everyone who answered. Complete it and click “Schedule meeting”.