Users can automate and customize their meeting scheduling process directly through CampusGroups. In order to do so, Users first need to synchronize their CampusGroups calendar with either Office 365 or Google Calendar. For more information, please review our article on synchronizing calendars.
To create a Meeting Scheduler, Users should follow these steps:
Click My Activity
Click My Meetings
Click Manage My Schedulers
Click on Create Scheduler
A pop-up window will be displayed providing the following options for creating the Meeting Scheduler:
Meeting scheduler name
Meeting duration
Scheduler introduction sentence
Meeting scheduler link: Choose what will be written at the end of the meeting link (e.g., "officehours" for a meeting link dedicated to office hours)
Location: Passed to Office365/Google Calendar as the meeting location
Invite description: Passed to Office365/Google Calendar
Buffer: Timeframe restriction to prevent back-to-back meetings
Minimum notice: Timeframe restriction that prevents Users from booking meetings (Ex: If the timeframe has been set to two days, Users will not be able to book meetings that will take place sooner than two days from the current date)
Slot start: Designate a precise slot start time within the hour
Availability start date/time: Date and time which you want to become available for this scheduler. Leave empty if this does not apply.
Availability end date/time: Date and time which you want to no longer be available for this scheduler. Leave empty if this does not apply.
Time zone: very important - choose your time zone carefully to match your current location
Guess guest time zone: Will try to guess the visitor's time zone based on their IP address if set to Yes. Will default to your selected time zone if set to No.
Send meeting notes email to Host
Send meeting notes email to Participant
Maximum number of meetings for this scheduler
Maximum number of meetings per day
Maximum number of meetings with the same user
Click Save when finished
Now that the Meeting Scheduler is created, Users can specify their availability by weekdays and timeframe(s).
Click Add Availability
Complete the Meeting Availability form
Click Add
Complete the Meeting Availability form for the following day(s)
The available time slots are now live and displayed on the Meeting Scheduler page. Users can share their Meeting link with anyone, and they will be able to browse the calendar, find an adequate time slot, and book their meeting.
Once a meeting is booked, both Users will receive email notifications and the meeting will be added to the Office 365/Google Calendar automatically.
If Users need to cancel a meeting, they can do so directly from their personal calendar and both parties will be notified.
Please contact support@campusgroups.com with any questions.