agreeAdate: free online meeting scheduler / meeting planner / date planner / appointment booking tool : my events :

Start here
Select event type/title and other settings

Enter dates
Select dates and add poll questions

Invitations
Add invitees and send out emails

Review & select
Check status and make selections

Follow up
Send confirmations, chase responses, etc

Save changes

Use the Send to dropdown to select a group of invitees by status or an individual. You can modify the message. Use the button to send yourself a sample to check before sending out to everyone.

You will only be able to choose people who you have entered an email address for in step 3. For help on using emails including how to set placeholders for a mail merge click here.

Send to		Selected recipients

Cc me		This will send you a copy of each email sent out.

Email salutation style

Email message

Email signature		Your signature will be saved for future events.

Event web page		Invitees will click on a link in their email to view the event page where they can respond to invitations, acknowledge confirmed dates and view any additional information you enter here. You can define the information they see on this page below. You can check how this will look by sending yourself a sample email. For help on embedding links in this information, click here. Include a response grid showing the status of all invitees to everyone. Include contact details in the response grid Additional text for event information / reply web page e.g. conference call number and PIN, link to venue website, google maps, etc

		Send sample to me now Send emails now

About your event

Event title

You can use agreeAdate in different ways. Select the most appropriate option below. For help with choosing a mode click here.

Mode

	Availability - I want to find the best date and time for a meeting, event or conference call Availability will be displayed in a grid. I will suggest several dates and times and then confirm one or more dates once I know when people are available. Examples: Scheduling business meetings, conference calls, social events, dinner dates, team training days.
	Self-select dates / time slots / appointments - I have fixed dates / time slots available and want to allow people to choose different slots on a first-come, first-served basis. People will choose a free slot. Slots will become unavailable when full. I will limit the number of people that can share each slot and I will state how many slots each person can choose (normally just one). Don't use this for finding the best date for a meeting - use the option above. I will end up with a list of who is allocated to each slot. Examples: Appointment booking, planning dinner date calendar with all friends in one go, staff appraisal meetings, course booking, scheduling training sessions, PC maintenance / installations Each date will be limited to Each person may select up to
	Rota - I want to check peoples' availability over several dates. From the resulting availabiliy grid, I will choose who to allocate on each date. Examples: Creating rotas, sharing resources, planning workshops, or any situation where you want to control who is allocated to each date after first checking when they are available.
	Sports Fixtures - I am arranging a set of sports fixtures. I want to find when people are available and then I'll select teams for each date. Players will tick the dates they are available and then I will make my team selection including reserves. Players will be able to see the fixtures list and when they are playing online. Examples: Planning teams for tennis / football / badmington matches against other clubs.
	Email invitations - I already know the date(s) and time(s). I just want to send out R.S.V.P. invitations. People will be able to accept or decline the invitation. I will send out a final confirmation when I have had enough responses. Examples: Sending invitations for birthday parties, or any event where the date is fixed and you just want a yes or no answer.

Enter additional event details below.

Venue

For conference calls, or where the venue is not yet known, leave this blank.

Duration

Now select your time zone. agreeAdate lets you enter in your local time zone, taking daylight saving hours (e.g. British Summer Time) into account automatically. This avoids any confusion for international event arrangements as people will see the corresponding dates and times in their own time zone.

Your time zone

Automatically adjust for daylight savings

You can have agreeAdate notify you automatically once a minimum number of people can make a certain date.

Notify me

Automatically notify me of the first date can make

agreeAdate can send reminders to people in advance of thier confirmed dates.

Reminders

Send reminders before confirmed dates

About you

Your details are required so that invitations can be personalised and also so you can be notified when replies to invitations are received. This section is not required once you have set up your first event. You can also register here. If you have created an event before, please log in using the button on the right before creating your new event. You can log back in with your email address and password to view or update your events.

Note: Your details and those of your invitees will not be used for anything other than sending invitations and status updates.

Please choose a password at least 5 characters long so that you can log back in to view your event details later. Confirm your chosen password in the second box.

Registration for agreeAdate is FREE. With your FREE membership you can send up to 20 invitations per month free-of-charge. You can upgrade your account at any time to increase the size of your address book and add your own logo to the reply page.

First name

Last name

Your email

Note: We will never pass on your details to third parties. Your details are only required for the communication between us, you and your invitees. Our reputation depends on this and we are committed to the prevention of spam.

Choose a password

Confirm password

import from Outlook, Excel, .csv file, etc.

back to invitation list

Import invitees / address book

You can import from a variety of sources including Outlook and Excel. The contacts can be imported into your list of invitees, address book for use later, or both. This makes it easy to enter large invitation lists. Instructions will appear on the right when you select an import option.

Select import type:

Import into: List of invitees
Address book
Both
Select file to import:

ignore records with blank email addresses

Import File

Importing from a CSV (comma-separated) text file

Create a text file using an editor such as Notepad, Excel, etc. Ensure the fields are in the following order on each row, with each field separated by a comma (,) and don't include a row of headings:
- Column 1 - First Name
- Column 2 - Last Name
- Column 3 - Email address
- Column 4 - Telephone number
- Column 5 - Address book categories (e.g. business;board)
You can leave any of the fields blank.
e.g. Joe,Bloggs,joe.bloggs@email.com,01234567,business;board
Save your file
Using the browse button on the left of this page, select the file you just created and click on the Import button
You will then be told how many contacts were added and how many were updated.

From address book group , add manage address book

Compose and send invitations

You can add invitees into the table above by typing into the empty boxes at the bottom. You can return to this step at any time to add more people.

Emails are only sent once you have pushed the button below the table. You'll then be able to enter the invitation message and choose some options before the emails go out.

You can organise your address book contacts into groups. Just enter the group names against each contact when you've ticked the box to add someone to the address book. If entering multiple groups for a contact, use commas to separate them. e.g. Board members,Steering group,Tennis. The size of the address book is determined by your membership level.

By placing people into groups you can quickly pick them all in a single step from the list of groups for your next event, saving even more time.

Charges: You can send 20 invitations for FREE each month, or more if you have paid for a premium account (click on the Upgrade button above for details). Credits are only used up when an individual is sent the first invitation. Adding extra dates or sending follow-up emails, reminders and confirmations does not use up any further credits.

Hint: To speed up entry, press the Tab key after entering each field. This will then move you into the blank row after entering each contact.

To enter dates, just tick on the dates in the calendar and then select the time against the entry in the list. If you want to add more than one time for the same date, click on the +TIME button. You can add additional questions for the reply form in the polls section below.

Hint: Suggesting different times on each date? Save time by setting the times for one date and these will then be copied as you pick each extra date from the calendar.

International calls - Need to find suitable times for an international conference call across time zones? Use the handy Time Zone Planner.

Polls
You can include up to five questions with your invitation, with multiple answer options for each. Your invitees will see these additional options when they reply and you can review the responses in step 4.

	Question e.g. What shall we eat?	Choices e.g. Chinese,Indian,Italian	Allow people to pick more than one choice? Leave unticked to force a single choice
1
2
3
4
5

Confirm the event

Once dates have been ticked as confirmed in step 4 you can send confirmations to everyone. This will include information specific to each person with a link to the event information web page. You will be able to change the message and choose recipients when you click on the button below.

Send confirmations

Other actions

Add more dates / options

You can add to the date selection and poll options in step 2 at any time. You can then send out invitations again. There is no credit charge for the repeated invitations as long as no dates have been removed.

Add more options in step 2

Invite more people

You can add more people at any time by going back to step 3. Just add the new invitees and send out invitations again. By default, invitations will only go to the new invitees. You can override this if necessary by selecting a different option under Send To.

Add more invitees in step 3

Chase people who have not responded

You can email everyone who has not responded yet with one easy step. There is no credit charge for this.

Chase people who have not responded

Send a general email to invited people

You can quickly email everyone who has been invited, or choose people by status using this facility. There is no credit charge for these emails.

Send emails

This time zone planner lets you stack different time zones side by side so that you can find the best block of time to arrange a telephone or conference call. Daylight savings are calculated automatically. Remember that some regions do not adhere to these. We can accept no liability for any errors. This utility is also available at www.agreeadate.com/time_zone_planner.aspx

Date

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