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 days highlighted with green 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. Decreasing the number of invitees and/or decreasing meeting duration will result in more highlighted days and vice versa. You can filter out specific invitees by unchecking their names. Filtered out invitees will not be taken into account for the purpose of finding common meeting times but will still get an email invitation when the meeting is scheduled.
Alternatively, you can also move the selector by dragging it with the mouse and picking the desired time manually.
If your calendar is connected, when you click the Schedule button you will see the calendars in which you can schedule the meeting. Note that you can only schedule a meeting in calendars for which you have editing permissions. When you select a calendar and click Schedule, the meeting is created in your selected Google Calendar and Google Calendar invites are sent to your invitees. In addition, a scheduling confirmation email with all meeting details is sent from ScheduleOnce to all attendees. Note that invitations and confirmations are sent to all invitees, regardless of their availability or filtered status. In addition, all proposed times associated with this meeting are removed from your ScheduleOnce proposed times calendar.
If your calendar is not connected you will still see the Schedule button. When you click it an email confirmation with all meeting details will be sent to all attendees.
You can always find a new time and reschedule the meeting. If your calendar is connected, when you click Reschedule the Google Calendar entry will automatically move to the new time and new notifications will be set to all invitees.
If you can't find a time that works for everyone you have several options:
- Identify invitees who are not essential for the meeting and filter them out of the time finding calculation by unchecking the box next to their name . Note that if your calendar is connected they will still get the Google Calendar invite with the selected time.
- Make the meeting a bit shorter – you can decrease meeting duration and this may identify new times
- Ask invitees to review their availability again – 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.
- Propose more times – Go back to your home page, click Edit, and add more times. Then, ask your invitees to review the new times and update their availability. Note that when you edit an existing invitation the link does not change and there is no need to send it again to your invitees.