Meeting
Reading time: 7 minutes
Last updated
Reading time: 7 minutes
Last updated
In short: A Meeting is a scheduled event where participants gather at a specific time, optionally with a video conference link. Meetings can be created directly in the Calendar module or originate from other event types like Shared Availability, Appointments, and Polls. Meetings offer flexibility in scheduling and collaboration, with multiple customizable properties. The Meeting card includes tabs for agenda, minutes, and notes, facilitating comprehensive meeting planning and documentation.
Meeting is one of the event types available in Timebook’s Calendar module. You are probably familiar with the concept of a meeting from other apps. In short, a meeting is when you want to meet with others at a specific time, with a link to a video conference if necessary.
Meetings are a central feature designed to streamline your scheduling and collaboration. We put the capital “M” in Meetings to signal how flexible and powerful they are in Timebook. Beyond traditional scheduling, Timebook Meetings can originate from various event types, including Shared Availability, Appointments, and Polls, offering flexible and efficient ways to manage your schedule.
For 1-to-1 meetings in Timebook, we recommend using the Shared Availability event type. It’s designed to let another person book your available time slot with little effort.
For more information, see Shared Availability
Meetings are managed in the Calendar module, where you can create them directly on the grid. This approach simplifies scheduling by allowing you to see and select the exact time slot for your Meeting as you create it.
To create a Meeting on the calendar grid:
Click a time slot on the calendar grid, or drag to select a longer period.
In the menu that appears, select [Meeting].
Enter a meaningful name for your Meeting and add guests. When adding members, their schedules will appear next to yours, making it easy to adjust the time slot for everyone’s availability.
Customize your Meeting using the available properties. See below for more information.
Click [Schedule] to confirm and send invitations to your guests.
You can also initiate Meeting creation using one of these methods:
Click the [Fast create] button in the Navigator, select [Event], and then [Meeting].
Click the [Meet] button above the calendar grid.
Click the [+] button above the calendar grid and select [Meeting].
We have introduced the Scheduling Assistant to help you work effectively from your calendar. It’s a handy tool that and suggests the best time slot for a Meeting.
If all your guests are members of your Timebook Workplace, you can use the Assistant to schedule every Meeting you create automatically. All it needs is your guest list and a defined period in which to schedule the Meeting.
To use the Scheduling Assistant when creating a new Meeting:
Create a new Meeting and add Workplace guests.
On the Meeting card, click [Suggest time] above the calendar grid.
Define the length of your Meeting and the period in which you want to schedule it. You can also enable the [Search outside work hours] toggle.
Pick one of the automatic suggestions or click [Show more] for other options.
After selecting a suggestion, you can still adjust it by dragging the Meeting’s card across the grid to a new time.
If the Scheduling Assistant can’t find a suitable time slot, you will see some suggestions for solving the issue quickly.
You can then try to shorten the Meeting time, extend the search range, or search outside your work hours.
You can use Meeting cards on the calendar grid to reschedule your Meetings with little effort. You can adjust the dates and times with a simple drag-and-drop, whether you’re the host or a guest. Rescheduling Meetings using their cards is straightforward:
Drag and drop: Move a Meeting card across the grid to reschedule it.
Adjust duration: Resize a Meeting card by dragging its lower edge to extend or shorten the duration.
When making changes to a Meeting on the grid, there are additional actions based on your role:
As a host: After making a change, you’ll have the option to notify your guests. Simply check the [Notify guests] box in the confirmation pop-up.
As a guest: After making a change, click [Propose] on the resulting pop-up. You will then see a modal showing the host’s calendar. Select a new time for the event and, optionally, attach a message. Click [Save] to confirm your changes and send your proposal.
Clicking on a Meeting card opens its full version, allowing you to access and edit all of the Meeting’s properties, including participants, notifications, and notes. The Meeting card is organized into four tabs, each containing specific information:
Info
This tab displays all participants and the Meeting properties set by the host. If you are the host, you can edit the Meeting details. Guests can use the [Propose New Time] option to suggest a different time. Regardless of your role, you can adjust general settings, such as notifications or the Meeting’s visibility in your calendar.
Agenda
This tab is where you can outline the topics to be covered during the Meeting. Both the host and participants can contribute to the agenda, ensuring everyone is aligned on the discussion points. This tab can be edited like Timebook pages, using various options to structure and enhance the agenda.
Minutes
This tab is where you record decisions and key takeaways from the meeting. It is a shared space for capturing everything discussed, ensuring a clear record for all participants. This tab can be edited just like a Timebook page, with various options available to structure and enhance the content.
Notes
In the top-right corner of a Meeting card, you’ll find options to manage the Meeting:
[Share event] to copy the Meeting link and share it with others.
[Edit event] to modify the Meeting details (available if you are the host).
[Delete] to permanently remove the Meeting (available if you are the host).
Meeting cards offer a variety of properties to help you set up Meetings. These properties let you define key details such as participants, location, recurrence, and more, ensuring the Meeting is customized to your needs.
When creating a Meeting, you can edit all properties on the right side of the card. Common properties important to all participants are displayed upfront. Additional properties, mainly related to how the Meeting appears in your calendar, are available under the expandable [Show more options] section.
Timebook’s discovery tools help you uncover opportunities to improve your product and turn them into actionable objects. You can use Interviews and Insights as effective and automated tools to gather feedback directly from users, helping you better understand their needs and refine your product strategies.
Using the calendar module, you can link Meetings to relevant Interview objects, making feedback data easy to find. You can then access the data directly from the Meeting card or in the dedicated [Interviews] module. Each Meeting card has a section for linking Interviews.
Once you link an interview to a meeting, the [Go to Interview] button will appear, letting you navigate directly to the associated interview object.
For more details on interview objects and their management, see Interview
This tab provides a private space for each participant to create and store notes related to the Meeting. Notes created here are visible only to the person who wrote them, ensuring privacy. Additionally, all your Meeting notes can be accessed later in the dedicated tab within the module.
