How To Share Calendar Availability in SmartCloud Connect Meetings Scheduler¶
The Share Calendar Availability (“Book me”) feature allows sharing your availability periods based on your calendar data with business contacts, for example to negotiate a meeting time convenient for all participants involved or to schedule a series of meetings with different contacts. All currently unoccupied time slots in your calendar are parsed to be shared as a link to an interactive scheduling table webpage.
This article describes the implementation of this feature in SmartCloud Connect Adaptive view. Please refer to this article if you are using the Classic view. Refer to this article to learn which SmartCloud Connect view you are using.
To share your availability periods:
1. Open the SmartCloud Connect sidebar for a relevant or a newly created email message in MS Outlook by clicking the Open SmartCloud Connect button.
2. In the Sidebar, click the Book me icon in Smart actions bar.
3. Fill in the meeting details - Meeting subject, Location and Duration, Body (Description).
The Meeting subject field is prefilled with the subject of related email message. In Location picklist you can select a location from your MS Exchange rooms resources or manually enter a location. The minimum meeting Duration and its increase step is 15 minutes. At this step you may also select a record to associate the event with from the Save to Salesforce record picklist. Please note that if you leave this field blank, the event will not be auto-shared in Salesforce. The Body (Description) box is used for specifying additional event information to be used as meeting description in the Exchange/Office 365 calendar and in Salesforce. Note that it will not be included into the text of the share calendar availability email generated by Meeting Scheduler.
In the latest SmartCloud Connect updates 5 recently used locations are stored for quick selection.
4. SmartCloud Connect will generate a short link leading to a Meeting Scheduler web page with a table showing your availability periods based on your calendar data. Click on the corresponding icons to copy the link or open it in your web browser, if needed, or click Finish and the link will be automatically inserted into the message.
If you want to set a custom share calendar availability message template, refer to this article.
The list of meeting Attendees is populated with recipients from the To and CC fields of the invitation message; the sender of the invitation is listed as the Organizer. When the recipients open the link, they can select their preferred time slot by dragging the Book a meeting control or clicking at their preferred slot. Once a time slot is selected and confirmed by the attendee (see below), it will be automatically reserved in your calendar and you will receive a corresponding notification.
After the invitee selects a slot on the Meeting Scheduler page, he/she also needs to fill in their full name and email address in the Booking confirmation dialog:
Please note that in the latest SmartCloud Connect updates you can setup MS Outlook reminders to be created automatically for meetings initiated via Meeting Scheduler.
Quick Send Availability¶
Besides the Share My Availability feature you can use the Quick Send Availability shortcut located next to the Open SmartCloud Connect button in MS Outlook ribbon to quickly send your availability slots omitting the second and the third steps.
After you click on this button, the availability selection page link will immediately be inserted into the email message.
Please note that by default the share availability links expire 365 days after their creation date. This period can be adjusted on request.
Please note that when you are using this feature from the Sidebar running in MS Outlook on a mobile device you will not be able to edit the text of the resulting email – a pre-configured Salesforce message template will be used instead and the message with the link you generated will be sent by the Add-In directly.