This section includes our recommended workflow for successfully implementing ScheduleOnce in your organization:

1. Watch the video

3. Create a test meeting

To verify that ScheduleOnce was installed correctly, we recommend you create a test meeting that follows a complete scheduling cycle:

• Start a new meeting from your Personal Dashboard
• Propose times and save the meeting
• Use the invitee link to provide availability for the first invitee
• Refresh your dashboard and verify that the meeting is there with 1 invitee replies
• Click the meeting, select a time and schedule the meeting
• Refresh your dashboard and verify that the meeting is in the scheduled tab
• Check your Google Apps Calendar to see that the meeting was successfully created

4. Install the Google Calendar Gadget 

Do this by clicking on the Google Calendar Gadget link in your Personal Dashboard. The link will open your Google Apps Calendar and you will have to Click "Yes, add this gadget". You will then see the Gadget on the right hand side of your Google Calendar.

Once the Gadget is installed you should click its links to see that it works. You should see the meeting that you previously scheduled from your Personal Dashboard in the Gadget's Scheduled meetings tab.

5. Install the Gmail Gadget

Installing the Gmail Gadget is a bit trickier than installing the Google Calendar Gadget. To do so follow the instructions in the Gmail Gadget FAQ.

Once the Gmail Gadget is installed you should click its links to see that it works. You should see the meeting that you previously scheduled from your Personal Dashboard in the Gadget's Scheduled meetings tab.

If everything works fine you are good to go with the next step. If you had any problems you should consult the Installation FAQ to verify that ScheduleOnce was properly installed. If you are still having trouble contact us.

6. Send an email to your employees

Once you have verified that everything works you can send an email to your employees. You may want to do a phased roll out, depending on the specifics of your organization. Note that you should customize the URL in the email (in red).

Suggested email template:

Subject: ScheduleOnce – a new way to schedule meetings

As we strive to improve the efficiency of our business we have decided to subscribe to ScheduleOnce – a meeting scheduler that extends Google Apps to support cross organizational scheduling.

Watch this short video to understand what ScheduleOnce is all about: http://sites.google.com/a/scheduleonce.com/help/home/getting-started

So the next time you need to schedule a meeting with external attendees remember ScheduleOnce – this is the tool you should use. ScheduleOnce is integrated with Google Apps via single-sign-on and is available from your Personal ScheduleOnce Dashboard at:

http://yourcompany.scheduleonce.com

<replace yourcompany with the sub-domain you selected during the install process>

Alternatively, you can access your Personal ScheduleOnce Dashboard by clicking on “more” in the top Google Apps universal navigation bar.

I encourage you to create a test meeting by following the steps in the Getting Started section http://sites.google.com/a/scheduleonce.com/help/home/getting-started

If you encounter any difficulties feel free to check the Resource Center at: http://sites.google.com/a/scheduleonce.com/help/

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