New Feature: Availability Requests
Want to schedule a meeting or event with your group, but not sure when everyone is free? Now, you can request the availability of your participants before you schedule an event, conference call, virtual meeting, or chatroom. View this tool step-by-step with the screenshots below, or watch a tutorial video below:
1. There are two ways you can request availability.
Choose the event or meeting type you’d like to schedule from the “Schedule” Action Menu on the right. Then, click on the radial button that says “Request participant’s availability before setting a date and time.”
Or, click on “Send > Availability Request” from the Action Menu and select which meeting you’d like to schedule.
2. Add Meeting Details
You’ll notice the window change to send an availability request for that meeting. First, give your meeting a name. Meetings will default to last one hour; however, you can change this by selecting another meeting length in the drop-down menu.
3. Add date and time options.
Next, select the dates and times you’d like to check participant’s availability. You can select the first date from the calendar pop-up, then write in the times in the following text boxes. You can click “More time slots” to add as many time slots you need.
After filling out the times for the first date, you can select another date by clicking on the green button that says “Add a new date.” The times you selected for the previous date will automatically copy down for the new date (which you can edit).
4. Send request to participants.
After you’ve added all meeting time options you can add a comment, select participants, then click “Post.”
The availability request will be shown on all participant’s Feed, where they can submit their availability by checking off the corresponding boxes, then clicking the “Submit availability” button below.
5. Schedule the meeting.
Once users have submitted their availability, you can schedule the meeting or call by clicking on “Schedule this Conference Call.”
Choose a time to schedule the call.
Select the participants you would like to include in the meeting. From here, you can easily filter out the individuals who are unavailable or didn’t respond.
Click on “Continue” to finish scheduling your call. You’ll notice that the meeting details will be filled out according to the time you selected from the availability request.