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Schedule with ADR Notable

Our integration with CalendarHero makes group scheduling quick, easy and efficient. 

 

Once inside CalendarHero:

Step #1:  Mark the VIPs

Confirm that the Invitees are all listed and flag as VIP those who must be present for the meeting to take place.  

Step #2:  Select the Meeting Type, customize as needed, and select Next.

When you select a Meeting Type, the defaults will be the parameters you set when you initially created the meeting type.  But for any meeting, you can still customize the Time Frame, the Meeting Title, the length of the meeting, and the Location right here in the invitation.  You can also add an Agenda.

Step #3:  Send the invitations

All that's left is to send out your invitations.  CalendarHero provides two options.

  • Select Send Invites to send them off immediately
  • Select Get Invite Link to copy a link that you can paste into an email message if, for example, you want to include attachments to the invitation.

What happens next?

When an Invitee clicks to respond to the meeting request in the Invitation email, they will go to a webpage where they will see all the available time slots you have on your calendar for this type of meeting.

Example:  Donna Parsons holds 3-hour in-person mediation sessions on Monday, Tuesday, Wednesday mornings, and Thursdays.  They must be at least two days away, she will hold up to two per day, but includes "buffer times" of 15 minutes before and 30 minutes after each session.  She allows the invitees to invite others to the meeting, and she typically schedules three months out. 

The first Invitee to click on the link will select all the dates times that he is available.

The second person to click on the box in the email invitation will be encouraged to give priority to those times chosen by the first recipient.

They will select their available times and subsequent respondents will be able to see which time slots had been selected by the other invitees who have already responded.

When all those flagged as VIPs have responded, one of two things will happen:

  • If there was at least one time in common, notifications will be sent to all invitees and calendar invitations will automatically follow. You will be notified and the time will be blocked on your calendar with the meeting event, removing it from availability for other meetings you're scheduling.
  • If there was no time in common for those flagged as VIPs, you will receive a notification to that effect and can decide next steps. Extend the timeframe and send again, or send a personal message to a non-available person to see if a slight change in time one way or the other would make a difference.

There are other helpful options available in CalendarHero such as re-sending the invitation to non-respondents, reminding people of the meeting, etc.  Select View Tasks for the meeting on your CalendarHero Dashboard to see the options.