Meeting Scheduler for SharePoint

Meeting Scheduler for SharePoint

Looking for a convenient way to schedule meetings? How do you check for meeting conflicts? Using Infowise Ultimate Forms, you can deploy a Meeting Scheduler template in a few minutes to your SharePoint site and begin scheduling meetings right away. The key to this solution is the ability to offer meeting options where all guests can indicate availability (or conflicts) with a few simple mouse clicks. It’s simple. The organizer proposes a few meeting options, the guests get an email which links to the form where they click the options that work, then the organizer sends out the invite for the best available time. Functionality includes:

Fully automated system with email notifications

Organizer gives a few day and time options

Guests respond with availability using simple toggle buttons

Organizer sends finalized meeting invite

Reminder email is sent before the event

No more emailing back and forth to check availability!

If you are looking for a smarter and easier way to schedule web meetings, then please join us for our next presentation!

Meeting Scheduler for SharePoint

Introduction

Efficient meeting scheduling is a critical aspect of workplace productivity. Coordinating a time that works for multiple participants can be a frustrating and time-consuming task. The traditional back-and-forth emails to check for availability often lead to delays, miscommunication, and scheduling conflicts. Fortunately, with Infowise Ultimate Forms, you can deploy a Meeting Scheduler template in just a few minutes to your SharePoint site, making scheduling more efficient and eliminating the hassles of manual coordination.

In our upcoming webinar, we will showcase how the Infowise Ultimate Forms Meeting Scheduler can streamline the process of setting up meetings. This intuitive and user-friendly solution allows users to propose meeting options, check availability, and finalize meeting times—all within a fully automated SharePoint-based system.

Why a Meeting Scheduler is Essential

In a business environment, time is a valuable asset. Organizations lose countless hours each year due to inefficient scheduling processes. A meeting scheduler offers a structured way to plan and coordinate meetings, ensuring that all stakeholders can participate at a convenient time while avoiding unnecessary disruptions.

Key benefits of an automated meeting scheduler include:

• Reduced Administrative Burden: Eliminate the need for constant back-and-forth emails.
• Enhanced Productivity: Spend less time scheduling and more time focusing on meaningful work.
• Improved Communication: Ensure all participants receive clear and timely meeting information.
• Minimized Conflicts: Automatically check for potential scheduling conflicts before finalizing meetings.
• Seamless Integration: Incorporate meeting scheduling into SharePoint, a platform many organizations already use.

Features of the Infowise Ultimate Forms Meeting Scheduler

The Infowise Ultimate Forms Meeting Scheduler offers a range of powerful features designed to simplify the scheduling process. Below are the core functionalities that make this solution a game-changer for businesses:

1. Fully Automated System with Email Notifications

Once a meeting organizer sets up a scheduling request, the system takes care of the rest. Automated email notifications are sent to invitees, prompting them to review and indicate their availability. This eliminates manual follow-ups and ensures a streamlined scheduling experience.

2. Organizer Proposes a Few Date and Time Options

Instead of guessing when participants might be available, the organizer selects multiple potential meeting times. This increases the likelihood of finding a time slot that accommodates everyone while reducing unnecessary scheduling conflicts.

3. Guests Respond with Availability Using Simple Toggle Buttons

Participants receive an email with a link to a form where they can indicate their availability using intuitive toggle buttons. This feature makes it quick and effortless for attendees to respond, enhancing engagement and response rates.

4. Organizer Sends Finalized Meeting Invite

Once all participants have submitted their availability, the organizer can review responses and finalize the meeting at the most suitable time. The system then automatically sends out an official meeting invite to all confirmed attendees.

5. Reminder Email Sent Before the Event

To ensure no one forgets about the scheduled meeting, the system sends out automated reminder emails before the event. This helps improve attendance rates and reduces the chances of last-minute no-shows.

How the Meeting Scheduler Works in Action

To illustrate how easy and efficient the Meeting Scheduler is, let’s walk through a typical use case scenario:

1. Setup: The meeting organizer accesses the SharePoint-based scheduler and selects a few potential meeting times.
2. Invitation: The system sends an email invitation to all relevant participants, prompting them to select their preferred time slots.
3. Responses: Attendees respond via the automated form, marking the time slots that work best for them.
4. Finalization: The organizer reviews the responses and selects the most suitable time slot.
5. Confirmation: The system sends out a finalized meeting invitation with all the necessary details.
6. Reminder: Attendees receive an automated reminder email before the meeting, ensuring they don’t forget.

Eliminating Scheduling Hassles

The Infowise Ultimate Forms Meeting Scheduler eliminates the frustrations associated with traditional scheduling methods. Here’s how this tool improves efficiency:

• No More Email Chains: Avoid long email threads by using a centralized system.
• Faster Decision-Making: Quickly determine the best meeting time based on real-time responses.
• Consistency Across Teams: Standardize meeting scheduling processes across departments.
• Increased Participation: When scheduling is simple, participation rates improve.
• Better Planning: Ensure meetings are scheduled at times that optimize team productivity.

Why Use SharePoint for Meeting Scheduling?

Leveraging SharePoint for meeting scheduling offers several key advantages:

• Seamless Integration: Works within the existing SharePoint environment, ensuring easy adoption.
• Customization: Can be tailored to fit specific business needs and workflows.
• Data Centralization: All meeting records and schedules are stored in one place.
• User Accessibility: Employees can access the scheduler from anywhere with SharePoint access.

Join Us for Our Next Presentation

If you are looking for a smarter and easier way to schedule web meetings, we invite you to join us for our next webinar! This session will provide a hands-on demonstration of how the Infowise Ultimate Forms Meeting Scheduler can revolutionize the way you plan and organize meetings.

What You’ll Learn in the Webinar:

• How to set up and use the Meeting Scheduler in SharePoint.
• How to automate meeting invitations and reminders.
• How to improve meeting coordination with minimal effort.
• How to customize the scheduler to fit your organization’s needs.

Whether you are a project manager, team leader, HR professional, or business executive, this webinar will provide valuable insights into optimizing your meeting scheduling processes.

Sign Up Today!

Don’t miss out on this opportunity to enhance your scheduling efficiency and boost workplace productivity. Register now for our next webinar and experience the benefits of automated meeting scheduling firsthand!