Finding a time and scheduling

How do I pick the best time for a meeting?   How does the Replies page integrate with Google Calendar?   How does ScheduleOnce connect with other calendars?   I have more than one calendar on the same account, which one do you integrate with?   Can I reply on behalf of an invitee?   How do I update a meeting?   What happens when I delete a meeting?   How do I view invitee comments?   What happens when I click on “Schedule”?   Can I make changes to the meeting entry that’s created in my Google Calendar?   I need to reschedule. How do I do it?   I don’t see a “schedule” button, how do I schedule the meeting?   Why does my day have repeated or missing hours?   I could not find a time that works for everyone, what can I do?       How do I pick the best time for a meeting?   The replies page sums up the times suggested by all meeting attendees and automatically suggests one or more recommended times. ScheduleOnce has a unique time finding tool that helps you find the optimal common time. This tool automatically finds times in which the highest number of invitees are available for the selected meeting duration. The highlighted days in the “Month” row above the table are the days with at least one meeting time that works for the specified number of invitees with the duration you selected. Increasing the number of invitees and/or increasing meeting duration will result in less highlighted days and vice versa. Alternatively, move the Selector to pick the desired time manually.   How does the Replies page integrate with Google Calendar?   The Replies page integrates with Google Calendar in two ways: 1. In the top row of the Availability table, you can see your tentative availability for the meeting. This indication includes the busy times from your Google Calendar. 2. When you schedule the meeting by clicking on the “Schedule” button, the meeting will automatically be created in your Google Calendar and Google Calendar invitations will be sent to all your invitees.   How does ScheduleOnce connect with other calendars?   ScheduleOnce has selected Google Calendar as its calendar platform and connects to Google Calendar via the Google Calendar Web API. ScheduleOnce has found this method to be very efficient and one that provides excellent performance without the need to download any software. In order to integrate with desktop calendars such as Microsoft’s Outlook there is a need to download a small applet that communicates between the desktop calendar and the underlying web system. Google has already developed this applet to communicate between the desktop calendar and Google Calendar: http://www.google.com/support/calendar/bin/answer.py?answer=98563 In our view, the best solution is to use the Google Calendar Sync program even if you are not actively using Google Calendar to manage your Schedule. When you download the Google Calendar Sync program simply choose the two-way Sync option between your desktop calendar and your Google Calendar. This option will expose your busy time to ScheduleOnce and will automatically create a calendar entry in your desktop calendar when the meeting is scheduled. All this will be done without creating any extra overhead on your system or work processes. More information on syncing your desktop calendar with Google Calendar can be found on: http://www.google.com/support/calendar/bin/topic.py?topic=15305 Note that even if you don’t have a Google Calendar account, you can open one just for the sake of connecting with ScheduleOnce. There is no need to actively use it in order to benefit from its synchronization capabilities.   I have more than one calendar on the same account, which one do you integrate with?   ScheduleOnce retrieves busy times from your default Google calendar only. Scheduled meetings are entered only on your default calendar. Tentative availability is entered on a specific tentative availability calendar that is automatically created under your Google account.   Can I reply on behalf of an invitee?   In some cases invitees may provide their availability by phone or other means. If you want to enter availability on their behalf, use the invitee link provided in the Replies page • Select the invitee’s time zone • Mark the times that work for the invitee • Enter the invitee’s name and email address When you’re done, click “Submit”.   How do I update a meeting?   To update a meeting, click on the Edit Meeting link in the Replies page. The Edit Meeting page will load, where you can change every detail of the meeting you have set before. However, note that if invitees have already replied to your suggested times, some changes that you make may cause these replies to be erased.   What happens when I delete a meeting?   To delete a meeting, click on the “Delete Meeting” link at the top of the page. When you delete a meeting invitees attempting to reply to your meeting proposal will be redirected to a page informing them that the meeting has been deleted. When you delete a scheduled meeting the meeting is also removed from your Google Calendar. Note that the delete meeting action does not necessarily mean that the meeting is canceled. For this reason, ScheduleOnce does not send cancellation notifications to your invitees.   How do I view invitee comments?   Invitee comments are displayed when you click on the “speech bubble” icon. Since invitees have entered their email address, their name is hyperlinked and you can click it to send them an email via your email client.   What happens when I click on “Schedule”?   When you click on “Schedule”: 1. The meeting is created in your Google Calendar and Google Calendar invitations are sent to your invitees 2. All “tentative meetings” are removed 3. If you have the Google Calendar Widget installed, the meeting will be removed from the add-on You can always reschedule the meeting. This action will: 1. Remove the old meeting from your Google Calendar and send a Google Calendar cancellation notice to your invitees 2. Create a meeting in your Google Calendar for the new time and send a new Google Calendar invitation to all your invitees 3. Send you a new confirmation email   Can I make changes to the meeting entry that’s created in my Google Calendar?   Yes. Any changes you make to the meeting entry in your Google Calendar will not affect ScheduleOnce.   I need to reschedule. How do I do it?   To reschedule the meeting, simply select a new time and click on “Reschedule”. This action will: 1. Remove the old meeting from your Google Calendar and send a Google Calendar cancellation notice to your invitees 2. Create a meeting in your Google Calendar for the new time and send a new Google Calendar invitation to all your invitees   I don’t see a “schedule” button, how do I schedule the meeting?   You don’t see the “Schedule” button because your calendar is not connected. If you choose to stay disconnected you should schedule the meeting manually. ScheduleOnce generates the meeting time in all attendee time zones. This information can be found at the bottom of the page. You can copy and paste the meeting times, or send them directly from the system using your own email client. We recommend that you connect your Google Calendar to enjoy the full benefit of ScheduleOnce.   Why does my day have repeated or missing hours?   Changes to the length of the day are caused by daylight saving time (DST) changes that occur for the organizer, the invitee, or both. DST, or daylight saving time, means “moving the clock” one hour forward in the Summer (skipped hour). End of DST means moving the clock one hour backwards in the Winter (repeated hour). Since these changes are normally done very early in the morning, you might not see their effect in the hour range of your meeting timeframe. ScheduleOnce has a patent-pending conversion engine that guarantees absolute scheduling accuracy across all time zones and daylight saving changes. Your meeting timeframe is modified to compensate for any skipped or repeated hours caused by daylight saving time changes.   I could not find a time that works for everyone, what can I do?   If you didn’t find a time that works for everyone, you have several options: Reduce the number of invitees – ScheduleOnce has a unique time finding tool that automatically finds times in which a selected number of invitees are all available for the meeting. Select the desired number of invitees and check the Recommended Times box to see common times. Make the meeting shorter – you can decrease meeting duration and this may increase the number of invitees who can attend. Expand your tentative availability – click on the “Edit Meeting” link and add more available times. Then, ask your invitees to check the new times and update their information. Ask invitees to review their availability – Since invitees can see each others’ availability you can ask that they review their availability against the other replies and make the necessary adjustments to converge on a common time.   Got more questions? Feel free to contact us