Scheduling Meetings

Meeting scheduling in EasyDo 365 streamlines the process of organizing both virtual and in-person gatherings with your team, clients, and stakeholders. Whether you're planning a quick one-on-one discussion, a department-wide virtual conference, or an in-person client meeting, the integrated scheduling system ensures everyone has the right information at the right time.

The meeting scheduler goes beyond simple calendar invitations. You can define meeting agendas, add detailed instructions, attach relevant documents, specify venues for in-person meetings, set up recurring meeting patterns, and track attendance confirmation—all within a single, intuitive interface. Participants receive instant notifications, can update their attendance status, and access all meeting materials directly from their mobile devices.

This comprehensive guide covers everything from basic meeting creation to advanced features like recurring meetings, venue selection with map integration, agenda management, and attendance tracking. You'll learn multiple methods to schedule meetings and how to leverage EasyDo's seamless integration between chat, calendar, and meeting management.

Video Tutorial

Prerequisites

Before scheduling meetings, ensure you have:

• An active EasyDo 365 account
• Contacts added or available in your contact list
• Company workspace configured (for company-related meetings)
• Location permissions enabled (for in-person meeting venue selection)
• Calendar access permissions (for viewing availability)

Scheduling Meetings - Primary Method

Alternative Meeting Scheduling Methods

Method 2: Schedule from Chat

Method 3: Create Meeting from Message

Participant Experience

Receiving Meeting Invitations

When you schedule a meeting, participants receive:

• Instant Notification: Push notification about the new meeting
• Meeting Details: Full access to meeting name, time, location, agenda, and attachments
• Calendar Entry: Automatic addition to their EasyDo calendar
• Chat Notification: Meeting card appears in the conversation thread

Responding to Invitations

Participants can update their attendance status:

1. Open the meeting invitation notification or find it in the Meet tab
2. Tap the Update button
3. Change status to:
   • Attending: Confirms participation
   • Not Attending: Declines the meeting
   • Maybe: Tentative response

Organizers can see all responses and attendance confirmations.

After Meeting Completion

Following the meeting, participants can:

• Mark as Attended: Confirm they attended the meeting
• View Meeting Record: Access meeting history, notes, and materials
• Review Meeting Tab: See all past and upcoming meetings

Meeting Management Best Practices

Creating Effective Meeting Agendas

1. List Clear Topics: Specify each discussion point
2. Allocate Time: Assign time limits to agenda items
3. Prioritize Items: Put most important topics first
4. Assign Owners: Indicate who leads each agenda item
5. Set Objectives: Define what should be accomplished

Scheduling Considerations

Choose Appropriate Times:

• Consider participants' time zones
• Avoid early morning or late evening when possible
• Check for conflicting meetings or holidays
• Allow buffer time between back-to-back meetings

Meeting Duration Guidelines:

• Quick sync: 15-30 minutes
• Standard meeting: 30-60 minutes
• Strategy sessions: 1-2 hours
• Workshops: 2-4 hours (include breaks)

Virtual vs. In-Person Decision Matrix

Choose Virtual When:

• Participants are in different locations
• Travel time/cost is prohibitive
• Quick information sharing is the goal
• Recording the meeting is important
• Flexibility in joining location is needed

Choose In-Person When:

• Building team relationships is critical
• Sensitive or confidential topics are discussed
• Hands-on collaboration is required
• Physical materials need to be reviewed
• Client relationship building is the focus

Recurring Meeting Management

• Review Necessity: Periodically assess if recurring meetings are still needed
• Update Agendas: Refresh standing agendas to keep meetings relevant
• Attendance Review: Monitor who regularly attends vs. who doesn't
• Cancel When Appropriate: Skip meetings when there's insufficient content
• End Date: Set an end date for project-specific recurring meetings

Advanced Meeting Features

Meeting Templates

Save time by creating templates for common meeting types:

1. Weekly Team Meetings: Standard agenda for regular team syncs
2. Client Reviews: Consistent structure for client check-ins
3. One-on-Ones: Framework for individual meetings
4. Project Kickoffs: Comprehensive agenda for new projects

Integrated Features

Meeting Notes:

• Take notes during meetings within the app
• Share notes with all participants automatically
• Link notes to specific agenda items

Action Items:

• Create tasks directly from meeting discussions
• Assign owners and deadlines during the meeting
• Track follow-up actions post-meeting

Meeting Analytics:

• Track meeting attendance rates
• Monitor meeting frequency and duration
• Analyze meeting effectiveness

Multi-Location Meetings

For meetings spanning multiple locations:

• Schedule as virtual with optional in-person attendance
• List multiple venue locations in instructions
• Use hybrid meeting setup (some virtual, some in-person)
• Ensure virtual participants can fully engage

Troubleshooting

Participants Not Receiving Invitations

If meeting invitations aren't delivered:

• Verify correct contacts were selected
• Check participants' notification settings
• Ensure participants have active accounts
• Confirm network connectivity
• Try resending the meeting invitation

Virtual Meeting Link Not Working

For virtual meeting access issues:

• Verify the meeting hasn't been canceled
• Check that it's the correct meeting time
• Ensure app is updated to latest version
• Try accessing from different device
• Contact support if link consistently fails

Location Not Appearing on Map

If venue selection isn't working:

• Enable location permissions for the app
• Check GPS/location services are active
• Ensure internet connectivity
• Try searching for the address instead of using map pointer
• Manually enter the address in meeting instructions

Cannot Set Recurring Pattern

If recurring meetings won't configure:

• Ensure end date is after start date
• Verify the recurrence pattern is logically valid
• Check that you have permission to create recurring meetings
• Try setting a simpler pattern first, then modify
• Update the app if using an older version

Tips & Tricks

• Quick Scheduling: Convert chat discussions to meetings with the swipe gesture for instant meeting creation
• Template Library: Build a collection of meeting templates for different scenarios
• Time Blocking: Schedule recurring "focus time" blocks to prevent over-booking
• Preparation Checklist: Include preparation requirements in meeting instructions
• Early Reminders: Set reminders 15-30 minutes before meetings
• Agenda Sharing: Share agendas 24 hours in advance for better preparation
• Follow-up System: Create post-meeting tasks immediately after meetings conclude
• Venue Favorites: Save frequently used meeting locations for quick selection
• Integration: Link related documents from cloud drive directly to meeting invitations
• Status Updates: Encourage participants to update attendance status promptly
• Buffer Time: Schedule meetings to end 5-10 minutes before the hour for transition time
• Meeting Notes: Take notes in the integrated notes section during meetings for automatic sharing

Related Resources

• Meeting Management - Comprehensive meeting features guide
• Today's Schedule - View and manage your daily meetings
• Creating Tasks - Delegate follow-up tasks from meetings
• Chat Overview - Using chat for meeting discussions
• Company Dashboard - Manage company-wide meetings
• Calendar Integration - Sync meetings with external calendars

Need Help?

If you need assistance with meeting scheduling:

• Quick Help: Tap the info icon (i) in the meeting creation screen
• Video Guides: Watch detailed tutorial videos
• Support Team: Contact support for meeting-related issues
• Best Practices: Review advanced meeting management strategies
• Training: Request team training on effective meeting management
• Community: Join forums to share meeting tips and practices