Create a meeting with external participants

Scheduling a Meeting with External Participants

Opening the Scheduling Assistant

1. Navigate to the application dashboard.

2. Click on "Schedule external meeting" to open the scheduling assistant for a new meeting.

3. Enter the meeting title under "Meeting Title".

Setting the Time Frame for the Meeting

4. Click on the date fields to open a calendar pop-up. Here, you can determine the time frame for your meeting. The first click on a day in the calendar sets the start of the time frame, the second click sets the end.

Setting the Meeting Duration

5. Enter the length of the meeting in minutes under "Meeting Length".

Selecting Internal Participants

6. Click on the “Internal Participants” field to open a menu for selecting internal participants. You can manually select participants or search for people using your keyboard.

7. To remove a participant from the list of invited people, click on the arrow next to the profile pictures and remove the participant by clicking on “X”.

Selecting External Participants

8. Click on the “External Participants” field to open a menu for selecting external participants. You can add external participants by entering their email addresses.

9. To remove a participant from the list of invited people, click on the arrow next to the profile pictures and remove the participant by clicking on “X”.

Creating an Agenda

10. You can create an agenda for your meeting under “Agenda”.

Creating a Video Conference Link

11. Under “Location”, select the location for your meeting. You can choose from a range of video conference apps where a link to the video conference will be automatically created for the Zelvor meeting. You must integrate the video conference app first before links can be automatically created. If it is a physical meeting, select “Offline” as the location.

Displaying and Sending Time Slots to External Participants

12. By clicking “find time slots”, the time frames that suit you and your internal colleagues will be displayed.

13. Select at least three time slots and send them to the external participants by clicking “submit time slots”.

14. The invited participants will be notified and can accept or decline your invitation. Once at least one participant accepts your invitation, the date and time for the meeting will be set.

Invitation for External Participants via Email

15. External participants will receive an email indicating that they are invited to a meeting.

16. They will be directed to a browser page via the "Please indicate your availability" button.

17. On this page, they can check if the proposed time slots are suitable for them. They also have the option to view the suggestions according to their time zone.

18. If the external participant accepts only one time slot, that slot will be scheduled. If they accept multiple time slots, the earliest possible slot will be scheduled. If the participant cannot attend any of the proposed slots, they can click the "Not available, please send new time slots" button.

19. The host of the meeting will then receive a notification in Zelvor and can send new time slots to the participant.