Scheduling a meeting

Schedule meeting

Here you will enter the ‘New meeting’ window to be able to configure and schedule your meeting room. Click “Schedule meeting” in the menu on the left side.

Hereunder you will find an explanation of the different fields that need your input before scheduling the meeting room.

Meeting topic

Enter a desired title or subject for your Meeting.

Meeting room

If you have several meeting rooms (to be able to do simultaneous meetings within your company), you can select which meeting room you wish to use. If all meeting rooms are in use, you will receive a message that all meeting rooms are occupied.

You can opt for the “Any free room” option so the system will search for an available meeting room automatically.

A room with a lock icon does not accept scheduled meetings. Your account administrator has set it up that way.

Time

Choose the start date in the ’date field’ (click on the calendar icon on the left side of the date field, a calendar will be displayed in which you can select the date and start time), then choose the duration of your meeting.

The end time will automatically be set following your chosen duration. You will have the option to extend your meeting time if needed in the meeting room itself (see Running a meeting) on the condition that the meeting room is still free.

If your participants live in another time zone, click “Open timezone helper” below the “Time” label. Pick their time zone on the map or in the “Remote timezone” list. The helper shows their time next to yours. Click “Apply” to use that time.

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. All options are explained in Recurring meetings and date finder.

Invite participants (optional)

You can invite participants by adding the email address(es) and then hitting enter.

Participants will then receive the invitation in their mailbox with all necessary information for this meeting after your scheduling is completed.

This step is optional because you can also invite participants by sending them the meeting link or meeting id that will be generated in your interface once the scheduling is completed, or invite them afterwards once you have entered the meeting room itself (see the participant hand book).

Switch on “Send meeting invitation to my email” to receive an invitation yourself.

Data privacy options

Click “Data privacy options” next to the invitation switch to see two more switches:

• “Hide participants in the calendar invite and the meeting summary”: the calendar invite and the meeting summary do not list who is invited.
• “Attempt to send the calendar invite as "private"”: the calendar invite is marked as private. Whether a calendar respects this depends on the calendar.

The platform remembers these two switches and “Send meeting invitation to my email” for the next meeting you schedule in the same browser.

Meeting type

Choose the type of your meeting: “Standard”, “Off-the-record”, “Audio only room”, “Boardroom” or “Webinar”. Which types you can choose depends on your account. Depending on the type, more switches appear, for example for dial-in and recording (if available). All types and switches are explained in Meeting types and layouts.

Meeting room layout

Choose how the meeting room is arranged: “Classic meeting room layout” or “Meeting room layout optimized for presentations”. See Meeting types and layouts.

More options

By clicking on the ‘More options’ drop down you will be able to configure additional settings for your meeting room.

Agenda: You can define a meeting agenda prior to the meeting so your participants can see what you will be talking about during the meeting. The details of the agenda will also be shared in the meeting invitation. Make the best use of your time by setting the agenda for the meeting in advance. When everyone is on the same wavelength, your virtual meetings are even more productive

Invitation message: A personal message to your participants. It is added to the invitation email.

Documents: You can already upload documents prior to your meeting, so your participants will be able to consult or download them during the meeting. You can upload them from your PC or from your documents library in the Meeting portal (see Documents). Click “Pre-upload documents for the meeting” to choose files from your PC. Use the “Document store” list to add documents from your library. The list appears once you have documents in your library.

Polls: Choose polls from your polls library. They are then ready in the meeting room. The field appears once you have polls in your library (see Polls).

Off-the-Record meetings have no agenda, no pre-uploaded documents and no polls.

Enable language channels (if available): For boardroom meetings and webinars without dial-in. See Language channels.

Participant email address to join the meeting: Choose whether participants enter their email address when they join: “Required”, “Optional” or “Hidden”. See Who can join.

Meeting permissions: You can select the meeting permissions created by your Account admin (see the account administrator hand book). The default of your account is marked “(Default)”.

Meeting registration form: Choose a registration form created by your account administrator, or “No meeting registration form”. See Who can join.

Video resolution (if available): choose the desired video resolution for your screen in order to have optimal quality. If you choose a resolution higher than the recommended one, a warning reminds you that all participants need a good internet connection.

Tags (if available): Add tags to find the meeting again later, for example in the filter of your past meetings. Your platform administrator decides whether tags are available and whether you can add your own tags or choose from a list.

Webcast (broadcast) meeting (if available): See Webcast.

Requirements to join meeting

Below ‘More options’ you choose who may enter the meeting room, for example “Invited participants only” or “Lobby - access granted by moderators”. All options are explained in Who can join.

Password

Meeting password (below ‘More options’): you can opt to require a password to be able to enter the meeting room, this password will be sent in the invitation to your participants unless you select “Hide password in email invitation”.

Switch on “Add password to meeting link” to put the password into the meeting link. Participants who use the link do not need to type it.

Finish scheduling

After you have entered all the required information, click on the ‘Schedule meeting’ button on the bottom right of your interface. The meeting is then scheduled and ready to be joined and used.

You will be re-directed to a new screen with all the details of your scheduled meeting. The scheduled meeting will now also be listed under the upcoming meetings menu.

You can still invite extra participants by sending them the Meeting link that is generated on your interface, or invite them afterwards once you have entered the Meeting room itself (see the participant hand book).

You can also click the “Invite” button on the details page. Enter the email addresses, add a message if you like, and click “Send email”.

Edit meeting

You can change a meeting that has not started yet. Click the pencil icon in your “Upcoming meetings” or on the details page. Change the fields and click “Save”.

Switch on “Send update to participants” to send your participants the new details.

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

Once a meeting has ended, only its topic, agenda and tags can still be changed. You change them on the details page of the past meeting (see After the meeting).