Video tutorial · 3:25
Video: Schedule meetings and manage participants
Create a meeting, add contact participants and attach an agenda. Find the event again and keep its documents in the right place.
Chapters
Video transcript
Transcript
00:00 · Prepare a complete meeting
Let’s prepare a meeting for project PRJ-1042. We’ll save the time, add Emma Carter and James Morgan as participants and attach the agenda. By the end, you’ll be able to find the appointment and the materials you need to work with these people.
00:19 · Open the calendar and create an event
Open Week from the main menu to view the calendar. You can also use Month, Day or List. Go to the meeting date and choose the plus sign to create an event. For this example, we’ll use the twelfth of November, from ten o’clock to ten forty-five.
00:38 · Enter the meeting details
Turn off All day and check Start and End. Enter PRJ-1042 review as the Title. In Description, record the aim: review the scope, confirm the materials and agree the next step. Set Location to Project room. Save the event before adding its files.
01:01 · Add the participants
Open the event again from the calendar. Under Participants, choose New participant, the person with a plus sign. The contacts table opens. Search for Emma and double-click her row to add her. Repeat the process for James, then save the event record. Reopen it if you want to check both names.
01:25 · Attach the agenda
In the saved event record, choose Attach files, the folder with an arrow. This opens document management for this event. Choose New document, then Browse to select the example agenda. Check the date, enter a description and save. The file is now available with this meeting.
01:47 · Find the meeting materials
Check the file name and description in the table. The television icon opens the viewer for the document’s format; select the name to download a copy. This space contains the event’s files. Documents you saved with Emma remain in the document management space for her contact.
02:07 · Add details for an online meeting
For an online meeting, choose Google Meet, Microsoft Teams or Zoom in the event record. Enter the access details for a meeting you’ve already prepared with that provider and check them before use. Create the video call and send invitations through the relevant service. Adding contact participants here records who is taking part.
02:31 · Review and update the meeting
Return to the calendar and open the meeting to check the time, location, participants and documents. If the time changes, edit Start and End, then save. To see a person’s meetings, select them in Contacts and open Events, the calendar with a check mark. On a mobile, use the Contacts menu.
02:54 · Continue with your meeting ready
Your meeting now has a time, purpose, participants and agenda. Resources has the editable document and a guide with the routes and icons. Adapt the example for your next appointment and check the details before the meeting. Afterwards, you can record the outcome in the contact’s interaction history.