Skip to main content
Version: 5.6

Organise a meeting

The BlueMind calendar allows you to organise collaborative events – whether one-off or with recurrence – to book a room or equipment, and to add a video conference.

Add users and resources​

Once the event has been created, go to the right-hand side of the event details page and type the first few letters of the users, shared mailboxes or groups you wish to invite – autocomplete will suggest relevant contacts who can be invited.

Selecting the calendar for invitations

An invitation can only be sent to the user’s default calendar or to a shared mailbox.
When a user has several personal calendars, it is not possible to specify which calendar the invitation should be sent to. Similarly, a domain calendar cannot be invited; only entities (users, shared mailboxes, groups, etc.) can be invited.

Booking a resource – that is, a facility (meeting room, vehicle, overhead projector, etc.) made available to users, is carried out in the same way as the invitation for participants: go to the right-hand side of the page and type the first few letters of the resource – autocomplete will suggest all the resources shared by the administrator. For further information see the page Manage resource bookings.

Compulsory/optional attendance

To indicate whether a user’s attendance is mandatory (default) or optional, click on the (!) or (+) icon next to their name.

Check availability​

If a guest is unavailable during the selected time slot, an alert message appears at the top of the details page.

To find a time slot when all invitees are available, go to the ‘Check availability’ tab.

BlueMind automatically suggests the first available slot, highlighted in green and red, based on the date entered in the form. To automatically move to the next slot, click on ‘Autopick next’ at the bottom left.

It is also possible to move the time slot by dragging and dropping with the mouse, and to resize it by dragging the green or red lines independently.

Reading the table

As shown in the legend, the light grey areas correspond to time slots outside working hours, as defined by the user in their calendar settings.
The blue areas correspond to events where the user is marked as “busy”.
The blue indicators beneath the times at the top of each column show the time slots where at least one participant is busy; consequently, times without a blue indicator are available to all invitees.

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 add a video conference to a meeting, go to “Add a video conference”. If an external service has been installed by the administrator in addition to the BlueMind Visio service, or if static video conferences have been made available, the button displays a drop-down list allowing you to select the service or resource to use:

A link is automatically added to the event, along with accompanying text if this has been configured by the administrators:

:::tip Static videoconference

In the case of so-called ‘static’ video conferences, the access URL will always be the same; you can save it as a favourite.

:::

The two icons next to the event allow you to:

  • Remove a video conference from the event
  • Copy the address to the computer’s clipboard
Adding a Webex video conference

When adding a Webex video conference, a popup window opens, asking you to log in with an email address:

This is the e-mail address for your Webex user account. If you do not have a Webex account, please contact your administrators.

⚠️ If no popup appears, please check that your browser and/or an extension is not blocking it from opening, or that it has not opened in the background.

Create a recurring meeting​

As with any event, the BlueMind calendar allows you to schedule a recurring meeting at regular intervals.

To set up the recurrence of a meeting, see Configuring the recurrence of an event

Send invitations​

Once the meeting has been set up, click on ‘ ’ to save the meeting and send out the invitations.

For each user, the meeting is added to their calendar and they receive an email notification. They can then validate their participation via the Calendar or the mail app.
↳ For further information see the pages Responding to event invitations and Replying to an invitation .

For a shared mailbox, the meeting is added to its calendar and the invitation is sent to users with a delegation or to the mailbox itself if no delegation has been assigned.
↳ For further information see the page Editing shared mailboxes.

For resources, there are two possible scenarios depending on the booking policy selected:

  • Automatic booking is enabled: depending on its availability, the resource booking is either validated or declined. The organiser receives an email notification from the resource
  • Automatic booking is not enabled: the resource manager receives a booking request notification. Once the request has been validated or declined, the organiser receives an email notification from the resource manager.
    ↳ For further information see the page Resources.

Manage participation​

The organiser, or their delegate (see Manage delegations), receives replies to invitations by email. For further information see the relevant documentation Managing invitation notifications

You can also view replies directly in the Calendar by clicking on the event: 

  • Users who have confirmed their participation are shown in black
  • Users who are pending (or have replied ‘maybe’) are greyed out
  • Users who have declined the event appear greyed out and crossed out
  • Users who have suggested a new time appear in italics, with their proposed new time
Guest participation via an invitation forward

Participants invited via a forwarded invitation are automatically added to the list, along with the status of their response.

Please also note that in this case, unlike when editing a meeting, it is not possible to send the new list of participants to all invitees. Consequently, new invitees will only appear in the organiser’s calendar and their own.

Manage rescheduling requests​

When a user suggests a new time, the organiser, or their delegate, can accept or decline the suggestion via:

  • the notification received by email

    💡 For further information see the page Managing invitation notifications

  • the action bar in your Calendar:

    Click on the relevant icon to accept or decline the proposal.

  • The ‘Proposals’ tab that appears when you edit the event details:

    After selecting the desired proposal, click on ‘Update the date with this proposal’ and then on ‘Send’.

    Recurring events
    • If the guest suggests a new time for the entire series, the “Proposals” tab is only displayed if the organiser edits “all future events” or “all events in the series”.
    • If the guest suggests a new time for a single instance, select the relevant instance and choose to edit “this event only” to view the “Proposals” tab.

If the organiser accepts the proposal:

  • The meeting has been amended
  • All participants will receive an email notifying them of the change to the event.

If the organiser declines the suggestion:

  • The meeting remains unchanged
  • The participant who made a proposal receives an email informing them that the organiser has declined it
  • the suggestion disappears from the calendar popup where it appeared
  • the other participants do not receive anything

💡 Further information

For further information For information on rescheduling proposals, recurring events and delegation, see see the following pages and sections:

Editing a meeting​

The organiser can edit, duplicate or delete a meeting at any time. For more details, see ‘Edit a meeting as an organiser’

note

Guests can also edit their own view of a meeting. However, changes made by the organiser take precedence. For more details, see Edit a meeting as a guest.

Find out more​

Related BlueMind documentation pages

Related BlueMind Blog articles