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Organizing Meetings

The BlueMind Calendar lets you organize meetings - one-off or recurring - book rooms and equipment, and add videoconferences.

Adding users and resources​

Once you have created an event, in the right-hand side of the event details page, start typing the names of the users or groups you want to invite - autocomplete displays available users.

Choice of calendar to invite

Invitations can only be sent to users' default calendar. When a user has several personals calendars, you cannot specify which calendar the invitation should be sent to. In addition, calendars cannot be invited. Only entities (users, groups, etc.) can be invited.

Resources - i.e. a piece of equipment or asset (meeting room, vehicle, overhead projector, etc.) - are booked the same way as people are invited. Go to the right-hand side of the page and start typing the resource's name - autocomplete displays matching resources shared by your administrator.

tip

To indicate whether an attendee's presence is required (default setting) or optional, click the icon before their name.

Checking availability​

When a user or a resource you want to invite isn't available at the time selected, a warning message appears at the top of the page.

To find a time when all attendees and resources are available, go to the "Find a time" tab.

BlueMind automatically suggests the first available time slot - between a green and a red line - based on the date entered in the event details page. To go to the next time slot automatically, click "Autopick next" in the bottom-left corner of the page.

You can also use your mouse to move the whole slot using drag-and-drop and/or extend or reduce it by clicking either line and sliding it.

tip

As indicated in the legend, light gray areas correspond to time slots outside working hours as defined by the user in their calendar settings. Blue areas correspond to events where the user is marked as "busy"

Adding a video conference​

BlueMind lets you link videoconferences to events.

Compatible videoconferencing services are:

  • BlueMind Video (built-in SAAS service since BlueMind 4.6.0)
  • One of the following external services:
    • LifeSize
    • Jitsi
    • Teams
    • Webex
    • Zoom
info

This feature must first be installed by administrators who make it available to users.

To link a videoconference to a meeting, go to "Add a videoconference". If an external service is installed by the administrator in addition to the BlueMind Visio service, the button offers a drop-down list to choose the service to be used:

A link is added automatically to the event, with accompanying text if set by administrators:

The two icons next to the event are used to:

  • delete the videoconference
  • copy the address to your computer's clipboard
Webex videoconferencing adding

When adding a Webex videoconference, a popup appears, asking you to connect with an e-mail address :

This is the e-mail address of your Webex user account. If you don't have a Webex account, please contact your administrators.

⚠️ If no popup appears, check that your browser and/or an extension are not blocking it or that it hasn't been opened in the background.

Creating a recurring meeting​

Like any event, the BlueMind agenda lets you repeat a meeting at regular intervals.

To set the recurrence of a meeting, see Configure the recurrence of an event

Sending invitations​

Once your meeting details are complete, click to save and send the invitations.

For each user, the meeting is added to their calendar and they receive an email notification. They can then confirm their participation via the Calendar or the Mail app.

For resources, there are two possibilities depending on your system's booking policy:

  • automatic booking is enabled: depending on its availability, the booking is confirmed or declined. The organizer receives an email notification from the resource
  • automatic booking isn't enabled: the resource's manager receives a booking request. Once they confirm or decline it, the organizer receives an email notification from the resource's manager.

Managing participation​

The organizer, or his delegate, receives replies to invitations by e-mail.

He can also consult the answers directly in the Agenda by clicking on the event:

  • Users who have accepted the invitation are shown in black
  • Users whose response is pending (or have replied tentatively) are grayed out
  • Users who have declined the invitation are shown in gray and struck out
  • users who have proposed a new schedule](/guide_de_l_utilisateur/l_agenda/participer_a_un_evenement.md#new-time) appear in italics with the proposed new schedule
Guest participation through invitation forwarding

Participants invited through an invitation forwarding are automatically added to the list, with the status of their response.

It should also be noted that in this case, unlike editing a meeting, the option to send the new list of participants to all guests is not possible. In this way, new guests only appear in the organizer's calendar and their own.

Managing new schedule proposals​

When a user sends a new time proposal, the organizer, or his delegate, can accept or refuse the proposal via notification received by e-mail or in the action bar of his Agenda:

  • If the organizer accepts the new proposed time:
    • the meeting is changed
    • all attendees receive an email with the changes.
  • If the organizer rejects the proposed new time:
    • the meeting isn't changed
    • the attendee who made the proposal receives an email notifying them of the organizer's refusal
    • the proposal disappears from the pop-up in the calendars where it was shown
    • other attendees do not receive anything

Editing a meeting​

The organizer can modify, duplicate or delete a meeting at any time. For more details, see Edit a meeting as an organizer

note

Guests can also modify their own view of a meeting. However, the organizer's modifications take precedence. For more details, see Edit a meeting as a guest.

Find out more​

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