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Creating a Meeting Scheduler
Creating a Meeting Scheduler

How to automate meeting scheduling with CampusGroups.

Denecia Charles avatar
Written by Denecia Charles
Updated over a week ago

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

Screenshot of the My Upcoming Meetings page with the My Activity Menu, My Meetings, and Manage My Schedulers buttons highlighted.
  • Click on Create Scheduler

Screenshot of the Meeting Schedulers page with the Create Scheduler button highlighted.

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)

Screenshot of the Meeting Scheduler Settings pop-up window.
  • Location: Passed to Office365/Google Calendar as the meeting location

  • Invite description: Passed to Office365/Google Calendar

Screenshot of the Meeting Scheduler Settings pop-up window.
  • 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

Screenshot of the Meeting Scheduler Settings pop-up window.
  • 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

Screenshot of the Meeting Scheduler Settings pop-up window.
  • 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

Screenshot of the Meeting Scheduler Settings pop-up window with the Save button highlighted.

Now that the Meeting Scheduler is created, Users can specify their availability by weekdays and timeframe(s).

  • Click Add Availability

Screenshot of the Meeting Schedulers page with the Add Availability button highlighted.
  • Complete the Meeting Availability form

  • Click Add

  • Complete the Meeting Availability form for the following day(s)

Screenshot of the Meeting Availability pop-up window with the Add button highlighted.

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.

Screenshot of the Meeting page.
Screenshot of the Confirm booking page.
Screenshot of the Booking Confirmed notification page.

Once a meeting is booked, both Users will receive email notifications and the meeting will be added to the Office 365/Google Calendar automatically.
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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.

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