How do I put a meeting in the Calendar?

Help on Youtube: 

To put a meeting in the calendar - click on the day in your mini calendar, and then click on the the time that you want the meeting to be.

A little box will appear with two options - New Meeting or New Event, select New Meeting.

On the screen you will now see the details about the meeting.

In the name field - type in the name of the meeting. This is what will appear on the calender. A good naming convention is using initials - then who the meeting is with ie: LB - OpenNetworks. Then at a glance you can see who is where during the day.

With regards to the privacy drop down - if you set it to business - everyone can see the meeting, edit the details and see who the delegates are. If the privacy is set to private - the time is blocked off and you are shown as unavailable, no one can edit the details of the meeting and the delegates cannot be seen. If the privacy is set to hidden, the meeting is not shown on the calendar at all - so no one but yourself can see it.

One of the most important things about meetings is that you have a snapshot of not only the day - but who you are seeing in each meeting, so the actual people you are meeting with. On the right you will see two blue links - one says Add me, and the other says Find contacts. If you are setting up this meeting for yourself you must add yourself in, so click on the Add me link. It is very important to also add in the people who you are meeting with - and to do that they need to be on the CRM already. To link them to the meeting, click on the find contacts link, search for them in the pop up that appears - and click on the Add Contacts button at the top of the screen.

Adding all the contacts may seem like a waste of time - but another feature of the meetings cannot be used fully if all the people in the meeting are not added. This function is the reminder function. You can set up an sms or email reminder for the meeting with a variety of options of when the reminder must be sent. Click on the reminder check box, and you will see a few new drop downs appearing - with choices in them. Set up the sms or email as you want - please bear in mind that SMS will be charged for at normal rates. If you do not see the reminder check box, please chat to your team leader and they will then need to let us know to switch this function on for you!

Once you have set up the meeting - click on save at the top - and your meeting will now be in the calendar. Remember that you can go and edit and change the details of the meeting at any time. So if a meeting is rescheduled, instead of creating an entirely new one - move the time and date on!