Meeting

Create simple Meetings with just a few clicks or use available options for more customization.

Meetings in Timebook

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.

Timebook Meetings come with a full set of options to make your scheduling flexible. After you add guests, you can see their availability straightaway, and fine-tune the details of your Meeting. We put the capital "M" in Meetings to signal how flexible and powerful they are in Timebook.

You can also create 1-to-1 Meetings just by sharing your availability with your guest.

For more information about this feature, see Shared Availability

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Create a Meeting

To create a Meeting in the Calendar module:

1. Press the [+] button in the top-right corner and select [Meeting] from the list of events.

2. Give your Meeting a meaningful name and start adding guests below. As you add guests, you will see their Calendars next to yours so that you can easily find a free time slot.

3. Use the grid on the left to select a time slot for your Meeting.

4. Use the remaining options to customize your Meeting. These options are explained at the end of this article.

5. Press [Schedule] to confirm and send out invitations to your guests.

You can also use our Scheduling Assistant to find a time slot that is suitable for all participants. This option is available under the [Suggest time] button on the Meeting card and gives you the freedom of more automated scheduling. For more information, see Scheduling Assistant

You can create and schedule Meetings directly on the Calendar grid.

For more information, see Manage events on the grid

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Standard event options

Below is the list of settings found on most event cards in Timebook. You can use these options to customize your Meetings, too.

Standard options are divided into two groups depending on how often they are typically used. For Meetings, you can use the common options that are always visible on event cards. But you can also access the less often used options in the [Show more] section of the Meeting card.

Standard event options (always visible)

The following options are always visible on event cards:

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[Name your event]

This field is optional, but consider giving your event a unique title to make it stand out in your Calendar.

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[Suggest time]

Use this option to access our Scheduling Assistant. This automatic tool compares Calendars and finds the best time for your events.

For more information, see Scheduling Assistant

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[Propose new time]

This option is only available to Meeting guests. Use it to propose a different meeting time (or date).

Press the button and use the Calendar grid to select a different time slot for the Meeting. You can also add a message to the host. When you press [Send], the host receives your proposal. You will get a system notification if they accept.

You can also propose a new time by dragging the Meeting tile across the calendar grid. For more information, see Manage events on the grid

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[Add guests]

This area is where you invite others to your events. Just start typing and choose one of the matching results.

Once you add a guest, you can use the dropdown menu to the right of their name to decide if they are required or optional, or remove them from the guest list.

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[All day]

This toggle turns your event into an one:

ON: Make it an all-day event and show it as such in your Calendar.

OFF: Make it a standard event with a defined duration.

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[Start]

Use the date & time pickers to define when the event starts.

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[End]

Use the date & time pickers to define when the event ends.

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[Repeat]

Decide if you want this event to be repeated regularly.

By default, a new Meeting is set to [Does not repeat]. However, you can change it by pressing the button and selecting the most suitable repetition cycle.

You can choose one of the suggestions or use the [Custom] option, which allows you to create a rule about when to repeat this event.

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[Video call]

Use this option if this is not a face-to-face event:

ON: Add a video conference link to this event. Make sure you select the appropriate video-conferencing tool and that Timebook is integrated with this tool. For more information, see Integrations

OFF: Remove the video conference link from this event.

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[Location]

Specify the physical location of this event.

To choose the event’s location, start typing and select one of the matching place names.

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[Description]

You can briefly describe what your event is about here.

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[Agenda]

Use this option to create a list of topics to discuss during this Meeting.

This field works , so you can make the most of our text-formatting options when editing the agenda for this Meeting.

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[Attachments]

If you want your guests to have access to specific resources before and during the event, use this option to add attachments.

Press [Add] and select files from your Google Drive that you want to attach to this Meeting.

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[Worklog]

This option links the event to one of . If you select a Team here, will then be able to include this event in its calculations.

In short, use this option to add this event to time and effort estimations for the selected Team.

Standard event options (hidden)

The following options are available in the [Show more] section:

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[Guests can invite others]

As the name suggests, this toggle lets your guests invite even more guests.

ON: Allow your guests to add more people to your event.

OFF: Block your guests from adding more people.

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[Time zone]

Use the dropdown menu to specify the time zone for which you set this event's start and end times.

Start typing a place name and select one of the matching results.

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[Show me as]

Use this dropdown to signal your availability to others. Other users will see this event marked as free or busy in your Calendar.

This option is set to [Busy] by default for Meetings to protect your schedule from overbooking.

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[Color]

Select a color marker for your event. This feature is a purely visual adjustment to make the event stand out in your Calendar.

Press [Color] and select a colored square from the list. The background color of your event's tile changes to match your selection.

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[Notify me]

Decide if and when you want to receive a notification reminding you about the start of this event.

This option is set to [10 minutes] by default, but you can use the dropdown and select a different time.

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[Visibility]

Decide how much information about this event to show others.

Use the dropdown and select one of the options:

• Select [Use my preferences] to apply your general Calendar preferences to this event. This is the default option for this setting. For more information, see Calendar preferences

• Select [Don't show anyone] if you want to hide this event's title from all who can access your Calendar. They will only see a booked event with the "Free" or "Busy" label.

• Select [Show everyone] if you want everyone with access to your Calendar to see this event's title.

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Related articles

Manage events on the grid

Calendar preferences