Complete guide to scheduling, managing, and coordinating meetings with individuals and groups in EasyDo 365

Schedule a Meeting

Effective meeting scheduling is crucial for team collaboration and coordination. EasyDo 365's meeting scheduler allows you to create both virtual and in-person meetings, invite participants, set agendas, share meeting materials, and track attendance—all from your mobile device. The integrated meeting system ensures everyone is informed, prepared, and accountable for meeting participation.

The meeting module supports flexible scheduling with options for one-time meetings, recurring sessions, virtual conferences, and in-person gatherings. Participants receive instant notifications, can update their attendance status, mark meetings as attended, and access meeting records for reference. Whether you're scheduling a quick team sync, client presentation, or recurring project review, the system streamlines the entire meeting lifecycle.

Video Tutorial

Prerequisites

Active EasyDo 365 account
Contacts to invite to meetings
Meeting details (date, time, purpose)
For in-person meetings: venue information
For virtual meetings: meeting link (if external platform)

Scheduling a Meeting (Primary Method)

Open EasyDo Tasks App

Launch the app on your phone.

Tap the Plus Icon

Tap the plus icon (+) in the top right corner.

The options menu will appear.

Select Meet Option

From the menu, tap on the Meet option.

The meeting creation form opens.

Select Participants

Choose who should attend the meeting:

Single Participant:

Select desired contact from your contact list
Scroll or use search to find them

Multiple Participants:

Select multiple contacts
Create group meeting
Useful for team meetings

Note: You can add participants one by one or select a pre-existing group.

Select Company

Choose the relevant company context for this meeting.

This associates the meeting with:

Proper organizational context
Company calendar
Business reporting
Project tracking

Enter Meeting Name

Type a clear, descriptive meeting name in the Meeting Name field.

Good Meeting Names:

"Weekly Team Sync - Marketing"
"Q4 Budget Review"
"Client Presentation - ABC Corp"
"Project Kickoff - New Website"
"Sprint Planning Meeting"

Best Practices:

Include meeting purpose
Add project/client name if relevant
Keep descriptive but concise
Use consistent naming for recurring meetings

Set Date and Time

Select when the meeting will occur:

Date: Choose meeting date from date picker Time: Set meeting start time (and duration if available)

Considerations:

Check participant availability
Consider time zones for distributed teams
Allow time between back-to-back meetings
Schedule during work hours when possible
Avoid conflict with company events/holidays

Choose Meeting Mode: Virtual or In-Person

Use the Virtual Meeting toggle to select meeting type:

Virtual Meeting (Toggle ON):

Online meeting via video conference
Participants join remotely
No physical location needed
Can include meeting link

In-Person Meeting (Toggle OFF):

Physical meeting at venue
Requires location selection
Participants travel to location

Use the search bar
Type venue name or address
Select from results
Location is marked on map

Method 2: Map Pointer

Navigate the map to desired location
Tap to place pin at meeting venue
Address is auto-populated

Common Venues:

Company office/branch
Conference room
Client office
Restaurant or café
Event venue
Site location

OR continue to add additional details for more organized meetings.

Add Instructions

Tap on + Instructions to add meeting details.

Type instructions such as:

Meeting objectives
Preparation required
What to bring
Dial-in details (for virtual)
Parking information (for in-person)
Special requirements

Example:

Please review the attached sales report before the meeting.
Bring your Q4 forecasts for discussion.
Meeting link will be sent 10 minutes before start time.

Add Agenda

Tap on + Agenda to create meeting agenda.

List topics to discuss:

Discussion points
Decision items
Review items
Presentation topics
Time allocations

Example Agenda:

1. Welcome and introductions (5 min)
2. Q3 Performance Review (15 min)
3. Q4 Targets Discussion (20 min)
4. Budget Allocation (15 min)
5. Next Steps and Action Items (5 min)

Benefits: