ITS Service Desk

How To Schedule A Meeting

When you add an event to your calendar, you can invite anyone who has an email address.

When inviting people with an SNC account, you can also see their availability, allowing you to choose a date and time that works for all attendees.

Invite people to your event

While viewing your calendar on a laptop or desktop computer:

  1. Click the "Create" button (or edit an existing event)
  2. On the right, under "Guests", start typing the name of the person and choose someone from the list (which includes all SNC people as well as your contacts). You can also type an email address to invite non-SNC people.
  3. To find a time when all attendees are available, use one of the following:
    • Click "SUGGESTED TIMES" right under the list of guests and select one.
      - OR -
    • Click "Find a Time" over on the left to see a copy of your calendar side-by-side with that of the invitees. Scroll through the dates to find and select a time that works. While you are not able to see the actual events on your guests' calendars, you can indeed see when they are busy or free.

See also Google's article "Invite people to your Calendar event" for additional functionality, like how to do this on a mobile device.

Include relevant information

Be sure to include everything you know about the event in the calendar, especially the location. When indicating the location, include the building and room number. Even if your room has its own name (i.e. "Presentation Room"), it's still best to include the building and room (Mulva Library 101) so that everyone knows where it is.

Use the description to include all pertinent details. Your guests may find it convenient if you include your agenda (you can make a simple bulleted list). You can also include links to any file that's on Google Drive.

By putting all relevant information in the event itself, you allow attendees to get everything in one place. They don't have to hunt down an email or call you for details.

Only an invitation

Your invitation does not guarantee that the event will be on the calendar of your guests. When a guest receives your invitation, they can respond "Yes", "No", "Maybe", or they can choose not to respond at all. They can also add a note to their response. You should monitor the responses by occasionally looking at the event. Each guest's response will be shown next to their name.

Be practical with your expectations. If a guest's calendar shows that they're busy from 2:00 p.m. until 3:00 p.m., it's probably not a good idea to invite them to a meeting that starts at 3:00 p.m. Allow for flexibility in scheduling as well as travel time to get to your meeting location.

Example

In this example screenshot, you can see that Scott organized this event and invited two people. Chris accepted the invitation while David responded "No".

You can also see that as the organizer, you can control the permissions granted to each of the attendees.

calendar.jpg

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