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How To Share Calendar Availability in SmartCloud Connect Meeting Scheduler

Office 365

The Share Calendar Availability (Book me) feature allows parsing your and your colleagues’s availability periods based on MS Exchange/Office 365 calendar data to be sent to your business contacts, for example to negotiate a meeting time convenient for all participants involved or to schedule a series of meetings with different contacts. The unoccupied time slots from meeting organizer calendar(s) are parsed to be shared as a link to an interactive scheduling table webpage. When building availability tables to be shared, SCC parses unoccupied time slots from calendar(s) over a 365 days span. This limit can be adjusted on request sent to our CSM team. Please also consider that this parsing is not continuous, thus any changes in your calendar(s) made after the link was generated won’t be reflected in the table.

 

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 key meeting details - Meeting subject, Location and Duration, Body (Description), and the optional details (save to Salesforce record, days of the week, from/until, internal attendees)

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.

Important

Note that in the latest SmartCloud Connect updates the dialog was enhanced with focused availability limits - the Available on (days of the week) selector and the From and Until picklists - their default values are retrieved from your MS Exchange/Office 365 working days/business hours account settings. Use these controls to set your availability spans specific for your regular work schedule, for example if you are available for meeting customers only on Mondays and Thursdays from 2pm until 5pm, or if you would like to arrange a business meeting out of your working hours or on a weekend.

Another convenience of use Share calendar availability/Book me feature improvement introduced in the latest SmartCloud Connect updates is the Internal attendees field. This field allows you to add the schedules of your colleagues whose presence is required at the meeting to the resulting parsed availability table, this way ensuring that a slot convenient for all key in-org participants will be selected.

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.

Tip

If you want to set a custom share calendar availability message template, refer to this article.

Note

In the latest SmartCloud Connect updates, a standard reCAPTCHA anti-bot check was introduced on accessing the Calendar availability slots reservation webpage to prevent calendar spamming activities.

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:

Note

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.

Tip

In the latest SmartCloud Connect updates it is possible to set the default (prefilled) Meeting Location and Duration, which will also be preset for links generated with Quick Send Availability. To set the default Meeting Location and Duration to be used, submit a corresponding request to our CSM team.

Important

Please note that by default generated share availability links expire 365 days after their creation date. This period can be adjusted on request.

Important

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 email with the link you generated will be sent out by the Add-In automatically.