Skip to main content

Organizing Meetings

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

Adding users and resources to a meeting​

Once the event has been created, go to the right side of the form, and type the first letters of the users, shared boxes or groups to be invited - autocomplete will suggest the corresponding contacts who can be invited.

Choice of calendar to invite

An invitation can only be sent to the default calendar of the user or shared box. When a user has several personal calendars, you cannot specify which calendar the invitation should be sent to. Similarly, a domain calendar cannot be invited; only entities (users, shared boxes, groups, etc.) can be invited.

The reservation of a resource, i.e. a resource (meeting room, vehicle, overhead projector, etc.) made available to users, is carried out in the same way as inviting participants: go to the right-hand side of the page and type the first few letters of the resource - autocompletion will propose all the resources shared by the administrator. For further information see the page Managing Resource Bookings.

Mandatory/optional attendance

To indicate whether the user's presence is mandatory (default value) or optional, click on the icon (!) or (+) in front of its name.

Checking availability​

When a guest is not available in the chosen time slot, an alert message appears at the top of the form.

To search for a time slot in which all guests are available, go to the "Availability search" 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 automatically go to the next slot, click on "Autopick next" at bottom left.

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.

Reading the table

As indicated in the legend, the light grey areas correspond to the non-working time slots as defined by the user in the calendar settings. The blue zones correspond to events where the user is noted as "busy". The blue indicators under the times at the top of the column indicate slots where at least one participant is busy, so times without a blue indicator are free for all guests.

Adding videoconferences​

BlueMind offers several solutions for linking videoconferences to events:

info

This feature must first be installed by administrators, who then make it available to users. For further information on videoconference management, see documentation Built-In Videoconferencing.

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. He can then validate his participation via Diary or Messaging. For further information see the Participate in an event and Reply to an invitation pages.

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 attendees​

The organizer, or his delegate (see Managing delegations), receives replies to invitations by e-mail. For further information see dedicated documentation Managing invitation notifications

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.mdx#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 proposal for a new schedule, the organizer, or his delegate (see Managing delegations), 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 further details, see Edit a meeting as host

note

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

Find out more​

Related BlueMind documentation pages

Related BlueMind Blog articles

Last updated on