Team Scheduling

The Team Scheduling feature in SimplyMeet.me allows meeting organizers to efficiently schedule meetings with multiple employees in their organization. By using the internal calendar view, organizers can check the availability of team members and easily create meetings during suitable times.

Event Visibility:

• Accessible only for paid plan users.
  
• Supports Google, Outlook, and other calendar types.
  
• Displays only "busy" events for all calendars except Outlook, which shows events with all statuses.
  
• Available only via the “Teammates” Calendar View.
  
• Events are color-coded for quick identification.
  
• External events can be clicked to view details in a popup but cannot be edited or removed.

How to Use Team Scheduling

Step 1: Set Up Calendar Integrations

1. Navigate to Calendar Integrations in your SimplyMeet.me account.
2. Click the Add Calendar Account button to connect external calendars such as Google, Outlook, or others.

Step 2: Configure Conflict Checks

1. Under Configurations, select the Check for Conflicts option to identify which of your external calendars should be considered for conflict checking.

Step 3: Manage Calendar Sharing Permissions

Scroll to the Give Access to Colleagues section to manage sharing settings:

• Choose shared calendars: Select which external calendars to share with your organization.
  

link= https://help.simplymeet.me/images/6/6b/Sm_select_calendar_for_access.png

• Set user access levels: Assign visibility based on user tiers:
  

Owners: Only the account owner can view and access shared calendars.


Owners + Managers: Both the account owner and managers can view shared calendars.


No one: Shared calendars remain private and inaccessible to other users.

Step 4: Use the Teammates Calendar View

1. Navigate to the SimplyMeet.me calendar and select Teammmates Calendar View.
In the Teammates view of the SimplyMeet.me Calendar, only one calendar - the account user’s own - is displayed by default.
2. To view calendars for other teammates:

• Manually select teammates using the Filter option, or
  
• Click the Show All Teammates button to display all teammates’ calendars.
  

Your selection is automatically saved, meaning the teammates you choose to view will remain visible until you manually change the filter again. The default Teammates view will always reflect your most recent selection.
3. Identify a suitable time slot by reviewing color-coded availability indicators.

We’ve added a visual indicator to show which teammates have connected their calendars and which have not. This badge improves transparency and makes it easier to see who has completed calendar integration—especially helpful when using the Team Scheduling feature for internal meetings.
If a teammate hasn’t connected a calendar, you’ll see the status badge User did not connect a calendar next to their name in the Teammates Calendar View within the SimplyMeet.me Calendar.
This update helps teams schedule meetings more efficiently and prevents confusion caused by unavailable or missing calendar data.

Step 5: Schedule a Meeting

1. In the Teammates Calendar View, click on an available time slot in your SimplyMeet.me calendar.
2. The system will auto-add the filtered team members as participants.
3. Complete the meeting details, and confirm the appointment.

Scheduling Meetings on Behalf of a Teammate

1. Open the Teammates Calendar View and click on an available time slot.
2. From the Meeting Type drop-down, select a personal meeting type for the teammate.
3. Optionally, exclude yourself from the participant list to avoid receiving notifications about the meeting.
4. Fill in the meeting details and confirm the appointment.
5. The selected teammate will be the meeting host.

Participant Availability Check

To ensure smoother scheduling, our meeting booking form includes a built-in participant availability check.

How it works

• When scheduling a meeting, the system automatically checks the availability of all added participants from your organization for the selected time.
• If everyone is available, the meeting is booked without any issues.
• If someone is unavailable, an error message appears:

- Notifies that one or more participants are unavailable.

- Highlights the specific email addresses of those who are unavailable.

At that point, the user can choose to:

• Proceed with scheduling the meeting, keeping all participants — even if some are unavailable (all participants receive the meeting invite).
• Remove the unavailable participant(s) and continue with only those who are free (the kept participants receive the invite).