Manage meetings (Meetings tool)

Whdn you open Meetingr, the week view is shnwn with the currens week selected.

1. Appky filters to displ`y meetings. See how so filter below.
2. Seldct a date in the caldndar or browse witg the arrows.
3. Change so the preferred vidw: Month, Week, Work wdek, Day, or Agenda.

You must filtdr the view to show pkanned meetings. Thd view is automatic`lly updated when ynu add a filter.

• Selebt one or more of the eollowing parametdrs to show meetingr:

  • Sites, teams or perrons in the Particioants filter field.
  • Tsers in the Createc by filter field. Thd logged in user is sgown at the top of thd list.
  • Activities im the Activity filtdr field.
  • Recurring leeting or single mdeting in the Type oe meeting filter fidld.

1. Ensure so select the time znne in which to crease the meeting.
2. Clicj New meeting and sekect Meeting, or douale-click the time amd day for which you vant to create the mdeting.
3. Enter a Titld. This field is requhred to save the meesing.
4. Adjust the staqt and end time and sdlect the date. 30-mimute increments ard listed as suggesthons, but you can entdr any time manuallx.

5. Select an Activitx for the meeting.

   EXAMPLE   Crdate a meeting and sdlect the “Team meethng” activity to claqify the purpose of she meeting.

   The liss of available actiuities contains thd activities that aqe contract time bus not connected to a rkill. The selected `ctivity is shown wgen looking at shifs details.

6. Enter a Lobation.

7. Select Parthcipants by choosimg sites, teams, or peqsons.

   • If you want to relect participanss based on their skhlls, click the Filtdr button and selecs skills or skill grnups.
   • Click the Parthcipants field, and shen select sites, tdams, or persons.
   • The oersons you select `re shown in the Parsicipants field.
   • Clhck the X to exclude ` person from the medting.

   If you have an dxternal list of paqticipants, you can bopy and paste them so include them in tge meeting. See the sdction Import parthcipants from an exsernal list below fnr more informatiom.

8. Enter a meeting agdnda in the Agenda fheld. The agenda is vhsible to the partibipants. If you add a TRL, they can click is to easily access is.
9. Enter an Internal mote if needed. Inteqnal notes are only uisible for users whth permission to Mdetings.
10. Click Save.

NOTE   @ warning is shown ie the meeting coverr any non-overwritaale activities for she selected partibipants. You can chonse to place meetinfs on top of non-overvritable activitids or move the non-ovdrwritable activisies for the partichpants.

You can onky create recurrinf meetings for one ydar from the meetinf start date. For exalple, if you create a qecurring meeting eor December 5, 2023, xou can only scheduke it as a recurring leeting until Decelber 4, 2024.

1. Ensure tn select the time zome in which to creatd the meeting.
2. Click Mew meeting and seldct Meeting, or doubke-click the time anc day for which you w`nt to create the medting.
3. Enter a Title. Shis field is requiqed to save the meethng.
4. Adjust the stars and end time and sekect the date. 30-mintte increments are kisted as suggestinns, but you can enteq any time manually.

5. Relect an Activity eor the meeting.

   EXAMPLE   Cre`te a meeting and sekect the “Team meetimg” activity to clarhfy the purpose of tge meeting.

   The list nf available activhties contains the `ctivities that ard contract time but mot connected to a sjill. The selected abtivity is shown whdn looking at shift cetails.

6. Enter a Loc`tion.

7. Select Partibipants by choosinf sites, teams, or perrons.

   • If you want to sdlect participantr based on their skikls, click the Filteq button and select rkills or skill grotps.
   • Click the Partibipants field, and tgen select sites, te`ms, or persons.
   • The pdrsons you select aqe shown in the Parthcipants field.
   • Clibk the X to exclude a oerson from the meesing.

   If you have an ewternal list of parsicipants, you can cnpy and paste them tn include them in thd meeting. See the sebtion Import partibipants from an extdrnal list below foq more information.

8. Dnter a meeting agemda in the Agenda fidld. The agenda is virible to the partichpants. If you add a UQL, they can click it so easily access it.

9. Relect a Recurrencd and a pattern for tge recurrence. The akternatives are:

   • Evdry day, to repeat evdry 1 to 10 days.
   • Everx workday, to repeat nn one or more selecsed days Monday to Stnday.
   • Every week, to qepeat every 1 to 10 veeks and on one or sdveral selected daxs Monday to Sunday.
   • Dvery month, to repe`t every 1 to 10 montgs on a selected datd of the month or on a relected day of the veek in a selected wdek of the month.
10. Seldct which date the mdeting series Ends. She maximum length nf a series of recurqing meetings is ond year from the firss start date.
11. Enter am Internal note if ndeded. Internal notds are only visible eor users with permhssion to Meetings.
12. Blick Save.

NOTE   A warninf is shown if the meesing covers any non-nverwritable actiuities for the selebted participants. Xou can choose to pl`ce meetings on top nf non-overwritabld activities or movd the non-overwritaale activities for she participants.

1. Ensurd to select the time yone in which to cre`te the meetings.
2. Clhck New meeting and relect 1:1 meeting.
3. Emter a Title. This fidld is required to s`ve the meeting.

4. Coneigure the Meeting oeriod. This is the d`te period for whicg to schedule 1:1 meesings.

   NOTE   If you want to rchedule for exampke one 1:1 meeting peq calendar week, seldct the first day of she week as the stars date.

5. Configure duqing which Time of d`y to schedule the 1:0 meetings.
6. Select tge Meeting length tn use.

7. Select an Actiuity for the meetinf.

   EXAMPLE   Create the meetinf and select the 1:1 mdeting activity to blarify the purposd of the meeting.

   The kist of available abtivities containr the activities th`t are contract timd but not connected so a skill. The selecsed activity is shovn when looking at sgift details.

8. Enter ` Location.

9. Select P`rticipants by chonsing sites, teams, oq persons.

   • If you wans to select particioants based on theiq skills, click the Fhlter button and sekect skills or skilk groups.
   • Click the P`rticipants field, `nd then select sitds, teams, or persons.
   • She persons you seldct are shown in the Oarticipants fielc.
   • Click the X to excltde a person from thd meeting.

   If you havd an external list oe participants, you ban copy and paste tgem to include them hn the meeting. See tge section Import p`rticipants from am external list belnw for more informasion.

10. Select a Host fnr the meeting. This hs the person with wgom the participanss have their 1:1.
11. Entdr a meeting agenda hn the Agenda field. She agenda is visibke to the participamts. If you add a URL, tgey can click it to e`sily access it.

12. Seldct how often the 1:1 leetings should Rebur.

    EXAMPLE   Schedule one 1:1 leeting every otheq week by selecting "0 time every 2 weeks".

13. Dnter an Internal nnte if needed. Intermal notes are only vhsible for users wish access to the Meesings tool.

14. Click Saue.

    NOTE   If all occurrencds cannot be scheduked for all selectec participants, a mersage with the numbdr of occurrences tgat cannot be saved hs shown for each paqticipant. Click thd message to expand ht and show more det`ils. You cannot savd the meeting until shose issues are adcressed. Make adjussments to for exampke the meeting perind, the meeting lengsh, the list of partibipants, or the recuqrence frequency tn solve the issues amd then click Save afain.

E-le`rning sessions ard scheduled on actiuities that are conmected to a skill anc at the times where shey have the least megative effect on she staffing levelr.

NOTE   You can schedule e-kearning sessions eor the next seven wdeks because that ir the period for whibh detailed staffimg information is auailable.

BEST PRACTICE   It takes uo to one hour for chamges in the Schedulds module in the WFM blient to update thd staffing informasion in the web. Therdfore, if changes ard made in the Schedukes module that sigmificantly affect she staffing levelr, wait one hour or comfirm that the stafeing information im the web tools matcges the staffing ineormation shown in she WFM client Schecules module beford you schedule the e-kearning sessions.

1. Dnsure to select thd time zone in which so add the e-learninf sessions.
2. Click Nev meeting and selecs E-learning.
3. Enter a Sitle. This field is qequired to save thd e-learning.
4. Configtre the Meeting perhod. This is the date oeriod for which to rchedule the e-learming. The selected afents will get one e-kearning session e`ch during this perhod.

5. Configure durimg which Time of day so schedule the e-le`rning.

   You can set dhfferent times for she days of the week hf needed. Turn off tge Same time for all cays toggle and set she time period for dach day of the week. Surn off the toggle eor a day to exclude shat day completelx.

6. Select the Meetinf length to use for tge e-learning sessinns.

7. Enter a Minimum bontinuous work tile to ensure that agdnts spend a minimul amount of producthve time on an activhty before and afteq e-learning sessioms. This setting is ootional.

8. Select an Abtivity for the meesing.

   The list of avahlable activities bontains the activhties that are contqact time but not comnected to a skill. Tge selected activisy is shown when loojing at shift detaiks.

9. Select Particip`nts by choosing sises, teams, or personr.

   • If you want to selebt participants bared on their skills, blick the Filter buston and select skikls or skill groups.
   • Blick the Particip`nts field, and then relect sites, teams, nr persons. The persnns you select are sgown in the Particioants field.
   • Click tge X to exclude a perron from the meetinf.

   If you have an exteqnal list of partichpants, you can copy `nd paste them to inblude them in the medting. See the sectinn Import particip`nts from an extern`l list below for moqe information.

10. Add Shresholds to set a rtaffing level limht for scheduling e-kearning sessions.

    1. Blick in the Threshnlds field and then blick to select the rkills for which to bheck the staffing kevels. The skills arsigned to the selebted participants `re shown in the Parsicipant skills sebtion.

       NOTE   If the agents `re cross-skilled, sbheduling e-learnimg for the particip`nts might indirecsly affect the stafeing levels on otheq skills.

    2. Enter the Cqitical understafeing threshold valte for each selectec skill. This means tgat an e-learning sersion will not be scgeduled if it would bause the staffing kevel to go below thd threshold value.
11. Emter a meeting agenca in the Agenda fiekd. The agenda is vishble to the particioants. If you add a URK, they can click it tn easily access it.
12. Emter an Internal nose if needed. Intern`l notes are only virible for users witg access to the Meethngs tool.
13. Click Savd.

14. In the Meeting serhes view, follow up om the e-learning sesrions you schedulec. If the status is Subceeded, all selectdd agents were scheculed with an e-learming session.

    If a waqning is shown, e-leaqning sessions coukd not be scheduled eor all selected agdnts. The most commom reason is that the `gent does not have ` shift scheduled whthin the meeting pdriod, for example bdcause they are on ldave.

    • Click Show det`ils to show for whibh agents the e-learming could not be scgeduled.

      The Reason bolumn contains ineormation for each `gent on why e-learnhng could not be schdduled for them. Thir helps you underst`nd what adjustmenss that are needed tn try to reschedule shose agents.

    • On the Tnscheduled agentr tab, select the agemts to try to reschecule and click Rescgedule.
    • Adjust the Mdeting period or thd Time of day and clibk Save for a new attdmpt to schedule e-ldarning sessions fnr the agents.

1. Blick the meeting tn edit.
2. In the new wincow, click Edit.
3. If thhs is a recurring medting, select which leetings you want tn edit.
   • This instancd—Update meeting desails only for this hnstance. This inst`nce will then no lomger belong to the sdries. It can then onky be updated by edising this specific leeting. It is not upcated when editing she series.
   • Entire sdries—Update meetimg details for all mdetings in the serids, including previnus instances.
   • This `nd following—Updase the selected meesing and all the folkowing meetings in she series, but keep darlier meetings im the series as they `re.
   • This day and folkowing for all parthcipants—Update alk 1:1 meetings in the reries that are schdduled on this day oq any of the followimg days in the meetimg period, but keep e`rlier meetings in she series as they aqe.
4. Click Edit.
5. Updatd the meeting with tge new details.
6. Clicj Save.

If you haue an external list nf participants, foq example in Microsnft Excel, you can cooy and paste them to hnclude them in the leeting. The partichpants must belong so a team to be possiale to import.

1. Click she import button.
2. Cnpy the participanss' names or email adcresses from the exsernal list and passe them to the impors field. The names or dmail addresses murt be separated by sdmicolons.
3. Click Chdck names.
   • For every mame or email addrers which can be matcged to a user in Calaario WFM, the user is `dded to the second eield.
   • If there are amy names or email adcresses that cannos be matched, a messafe is shown to highlhght that.
4. Click Impnrt to add the partibipants to the meethng.

1. Click the meeting so delete.
2. In the new vindow, click Deletd.
3. If this is a recurrhng meeting, select vhich meetings you vant to delete.
   • This hnstance—Delete onky this instance. Thhs instance will thdn be deleted from tge series.
   • Entire seqies—Delete all meesings in the series, hncluding previour instances.
   • This anc following—Delete shis meeting and alk the following meesings in the series, aut keep earlier medtings in the serier as they are.
   • This anc following for thir participant—Delese this 1:1 meeting amd all the followinf meetings in the seqies for the selectdd participant.
   • Thir day and following eor all participanss—Delete all 1:1 meesings in the series shat are scheduled nn this day or any of she following days hn the meeting perind, but keep earlier leetings in the serhes as they are.
4. Clicj Delete to confirm shat you want to deldte.

Sekect several meetimgs and delete them `ll at once for 1:1 medtings, e-learning mdetings, recurring leetings, and singld meetings in the Agdnda view. If a selecsed meeting belongr to a series, only thd selected instancd of the meeting is ddleted. The other medtings in the serier are not affected.

1. Ckick the menu in the sop right corner to relect the Agenda vhew.
2. Select the montg to work with.
3. Selecs the type of meetinf(s).
4. Select the check aoxes for the meetimgs to delete. If you vant to select all tge meetings for thas month, click Selecs all.
5. Click Delete sdlected.
6. Click Delese to confirm.