Manage meetings

Use the Meetings tool on the web to get an overview of planned meetings and to schedule meetings for one or many persons in the organization. Create single or recurring meetings.

The type of meeting is indicated by an icon.

  • —One-time meetings.

  • —1:1 meetings.

  • —Meetings that are part of a recurring series of meetings.

  • —Meetings that were initially included in a series, but have been edited and no longer follow the series.

Meetings can also be added and planned from the Teams tool.

The meetings are shown in all views where shifts are shown in detail. A tooltip states the subject, time, location, and the agenda for the meeting.

In the Schedules module in the client, meetings are indicated in the day view with a small black arrow.

NOTE   Meetings that are created in the Meetings module in the client cannot be managed in the web Meetings tool, and meetings that are created in the web Meetings tool cannot be managed in the Meetings module in the client.

Prerequisites

  • You have the Web > Meetings permission.
  • Activities are created.

Page location

WFM > Meetings

Procedures

View planned meetings

When you open Meetings, the week view is shown with the current week selected.

  1. Apply filters to display meetings. See how to filter below.
  2. Select a date in the calendar or browse with the arrows.
  3. Change to the preferred view; Month, Week, Work week, Day, or Agenda.

Filter the view in Meetings

You must filter the view to show planned meetings. The view is automatically updated when you add a filter.

  • Select one or more of the following parameters to show meetings:

    • Sites, teams or persons in the Participants filter field.
    • Users in the Created by filter field. The logged in user is shown at the top of the list.
    • Activities in the Activity filter field.
    • Recurring meeting or single meeting in the Type of meeting filter field.
NOTE   
  • If you see a message to apply more filters, there are too many meetings to display in the selected view and period. Try adding more specific filters.
  • If the meetings are transparent, they are currently synchronizing.

Create a one-time meeting

  1. Ensure to select the time zone in which to create the meeting.
  2. Click New meeting and select Meeting, or double-click the time and day for which you want to create the meeting.
  3. Enter a Title. This field is required to save the meeting.
  4. Adjust the start and end time and select the date. 30-minute increments are listed as suggestions, but you can enter any time manually.
  5. Select an Activity for the meeting.

    EXAMPLE   Create a meeting and select the “Team meeting” activity to clarify the purpose of the meeting.

    The list of available activities contains the activities that are contract time but not connected to a skill. The selected activity is shown when looking at shift details.

  6. Enter a Location.
  7. Select Participants by choosing sites, teams, or persons.

    • Expand the sites and teams to find persons.
    • The persons you select are shown in the Participants field.
    • Click the X to exclude a person from the meeting.

    If you have an external list of participants, you can copy and paste them to include them in the meeting. See the section Import participants from an external list below for more information.

  8. Enter a meeting agenda in the Agenda field. The agenda is visible to the participants.
  9. Enter an Internal note if needed. Internal notes are only visible for users with permission to Meetings.
  10. Click Save.

NOTE   A warning is shown if the meeting covers any non-overwritable activities for the selected participants. Change the meeting details or go to the Teams tool after saving the meeting and use the Move invalidly overlapped activity function to move the non-overwritable activities.

Create a series of recurring meetings

  1. Ensure to select the time zone in which to create the meeting.
  2. Click New meeting and select Meeting, or double-click the time and day for which you want to create the meeting.
  3. Add the details in the same way as when creating a one-time meeting.
  4. Select a Recurrence and a pattern for the recurrence. The alternatives are:

    • Every day to repeat every 1–10 days.
    • Every workday to repeat on one or more selected days Monday to Sunday.
    • Every week to repeat every 1–10 weeks and on one or several selected days Monday to Sunday.
    • Every monthto repeat every 1–10 months on day 1–31 of the month.
  5. Select which date the meeting series Ends. The maximum length of a series of recurring meetings is one year from the first start date.
  6. Click Save.

NOTE   A warning is shown if the meeting covers any non-overwritable activities for the selected participants. Change the meeting details or go to the Teams tool after saving the meeting and use the Move invalidly overlapped activity function to move the non-overwritable activities.

Create 1:1 meetings

NOTE   
  • Both the participants and the host must have scheduled shifts before you can schedule 1:1 meetings.

  • Within the same 1:1 series, the meetings are scheduled with a 15-minute gap between the individual meetings.

  1. Ensure to select the time zone in which to create the meeting.
  2. Click New meeting and select 1:1 meeting.
  3. Enter a Title. This field is required to save the meeting.
  4. Configure the Meeting period. This is the date period for which to schedule 1:1 meetings.

    NOTE   If you want to schedule for example one 1:1 meeting per calendar week, select the first day of the week as the start date.

  5. Configure during which Time of day to schedule the 1:1 meetings.
  6. Select the Meeting length to use.
  7. Select an Activity for the meeting.

    EXAMPLE   Create the meeting and select the “1:1 meeting” activity to clarify the purpose of the meeting.

    The list of available activities contains the activities that are contract time but not connected to a skill. The selected activity is shown when looking at shift details.

  8. Enter a Location.
  9. Select Participants by choosing sites, teams, or persons.

    • Expand the sites and teams to find persons.
    • The persons you select are shown in the Participants field.
    • Click the X to exclude a person from the meeting.

    If you have an external list of participants, you can copy and paste them to include them in the meeting. See the section Import participants from an external list below for more information.

  10. Select a Host for the meeting. This is the person with whom the participants have their 1:1.

  11. Enter a meeting agenda in the Agenda field. The agenda is visible to the participants.
  12. Select how often the 1:1 meetings should Recur.

    EXAMPLE   Schedule one 1:1 meeting every other week by selecting "1 time every 2 weeks".

  13. Enter an Internal note if needed. Internal notes are only visible for users with access to the Meetings tool.
  14. Click Save.

    NOTE   If all occurrences cannot be scheduled for all selected participants, a message with the number of occurrences that cannot be saved is shown for each participant. Click the message to expand it and show more details. You cannot save the meeting until those issues are addressed. Make adjustments to for example the meeting period, the meeting length, the list of participants or the recurrence frequency to solve the issues and then click Save again.

Edit a meeting

  1. Click the meeting to edit.
  2. In the new window, click Edit.
  3. If this is a recurring meeting, select which meetings you want to edit.
    • This instance—Update meeting details only for this instance. This instance will then no longer belong to the series. It can then only be updated by editing this specific meeting. It is not updated when editing the series.
    • Entire series—Update meeting details for all meetings in the series, including previous instances.
    • This and following—Update the selected meeting and all the following meetings in the series, but keep earlier meetings in the series as they are.
    • This day and following for all participants—Update all 1:1 meetings in the series that are scheduled on this day or any of the following days in the meeting period, but keep earlier meetings in the series as they are.
  4. Click Edit.
  5. Update the meeting with the new details.
  6. Click Save.

Import participants from an external list

If you have an external list of participants, for example in Microsoft Excel, you can copy and paste them to include them in the meeting. The participants must belong to a team to be possible to import.

  1. Click the import button.
  2. Copy the participants' names or email addresses from the external list and paste them to the import field. The names or email addresses must be separated by semicolons.
  3. Click Check names.
    • For every name or email address which can be matched to a user in Calabrio WFM, the user is added to the second field.
    • If there are any names or email addresses that cannot be matched, a message is shown to highlight that.
  4. Click Import to add the participants to the meeting.

Delete a meeting

  1. Click the meeting to delete.
  2. In the new window, click Delete.
  3. If this is a recurring meeting, select which meetings you want to delete.
    • This instance—Delete only this instance. This instance will then be deleted from the series.
    • Entire series—Delete all meetings in the series, including previous instances.
    • This and following—Delete this meeting and all the following meetings in the series, but keep earlier meetings in the series as they are.
    • This and following for this participant—Delete this 1:1 meeting and all the following meetings in the series for the selected participant.
    • This day and following for all participants—Delete all 1:1 meetings in the series that are scheduled on this day or any of the following days in the meeting period, but keep earlier meetings in the series as they are.
  4. Click Delete to confirm that you want to delete.

Delete several meetings at once

Select several meetings and delete them all at once in the Agenda view. If a selected meeting belongs to a series, only the selected instance of the meeting is deleted. The other meetings in the series are not affected.

  1. Click the menu in the top right corner to select the Agenda view.

  2. Select the month to work with.

  3. Select the check boxes for the meetings to delete. If you want to select all the meetings for that month, click Select all.

  4. Click Delete selected.

  5. Click Delete to confirm.

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