Manage meetings (Teams tool)

Add new meetings and edit existing meetings directly in Teams.

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.

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

Prerequisites

  • You have the Web > Teams permission.
  • You have the Web > Meetings permission to add or edit meetings.
  • You have the Global functions > View schedules permission.

Page location

WFM > Teams > Day view

NOTE   If you don't see Teams in the menu, select Schedules and then click to switch back to Teams at the top of the page.

Procedures

Create a one-time meeting

  1. Select the agents to add a meeting for.
  2. Click Actions and select Add meeting.
  3. Enter a Title. This field is required to save the meeting.
  4. Adjust the start and end time and the date if needed.

  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 for the meeting.

  7. Add additional 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.
  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 use Meetings.
  10. Click Save.

Create a series of recurring meetings

NOTE   The maximum length of a series of recurring meetings is one year from the first start date.

  1. Select the agents to add a meeting for.
  2. Click Actions and select Add 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 month to repeat every 1–10 months on day 1–31 of the month.
  5. Select which date the meeting series Ends.
  6. Click Save.

Edit existing meetings

  1. Select the meeting to edit.
  2. Click Actions and select Edit meeting.
  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.
    • 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.
  4. Update the meeting with the new details.
  5. Click Save.

Delete a meeting

  1. Select the meeting to delete.
  2. Click Actions and select Edit meeting.
  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.
  4. Click Delete.
  5. Click Delete again to confirm that you want to delete.

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