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Your diary, week, month and list
Reading what is booked, whose diary you are looking at, and moving or cancelling a meeting.
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Schedule, under Bookings, is everything booked with you. It has two views, Calendar and List, and they answer different questions: the calendar shows you the shape of a week, the list shows you what is actually in it.
Overview first
The Overview tab is the shorter answer, and usually the one you want in the morning. Four figures across the top, each of which opens the list behind it:
- Next meeting, the time and who it is with.
- Next 7 days, how many are coming.
- This month, confirmed meetings this calendar month.
- Links on offer, how many of your booking links are live.
Upcoming agenda underneath lists the next seven days in full, in the time zone your working hours are written in, and says so where that is not your own.
The calendar
Week lays the days out side by side with the meetings on them, and draws your bookable hours underneath, so you can see where the gaps are. Month gives the whole month at a glance. Today returns to now, and the arrows step a week or a month either way. Hide weekends narrows the week to the days you work.
Bookable as appears when you have more than one booking link. Free time is worked out per booking link, because the gaps a fifteen minute call leaves are not the ones a half day workshop leaves, so the calendar has to be told which one you are asking about.
Click any meeting to open it.
The list
Upcoming and Past are the two tabs, and Status filters to confirmed, cancelled or moved meetings. Rows are grouped by day with the time, the meeting, and the client's name linking to their record.
Whose diary you are looking at
Whose meetings on the list, and Whose calendar on the calendar, choose between Mine, Everyone and any colleague whose diary you can see. It only appears where there is somebody else to look at.
Everyone shows the firm's meetings together, with each row naming whose it is. It does not draw bookable hours, because free time is worked out against one person's schedule and "when is the firm free" is a different question.
Your own booking links, hours, address and calendar connection stay yours in every mode, so the right-hand column steps aside while you are looking at somebody else and says why. Back to mine brings it back.
Acting on a meeting
Open a meeting and you get the client, when it was booked, their time zone and any answers they gave on the form. The client's time zone is worth a glance before you ring somebody who is five minutes late.
Where the meeting is yours, or you have been given control of that diary, two actions sit at the foot:
- Reschedule offers your free times, takes an optional reason, and Move meeting confirms it. Everybody is emailed the new time.
- Cancel meeting takes an optional reason and frees the time straight away. The client is emailed.
Where the diary is a colleague's and you have only been given sight of it, the panel says so instead of offering two buttons that would refuse.
Cancelling or moving emails the client, so it is not a quiet change to a database. That is the whole reason those two are a separate level of access. See Letting a colleague see your diary.