How do I schedule a business meeting or conference call?
Scheduling a business meeting or conference call usually involves lots of phone
calls or emails before you can find a date that is suitable for everyone.
Keeping track of all the emails and notes you have taken can be extremely
tedious.
With agreeAdate it's so much easier.
First, you create a new event via the button on the My Events page.
Select the type of event that you are planning. Next, enter details such as the
title for the event and the venue.
Then add the dates that you want to suggest, using the TIME button to add
multiple times on the same date if you need to.
The next step is to add the invitees. You can select these from your address
book, or you can add new contacts. Enter
categories against contacts if you want
to
be able to quickly pick contacts by
category in the future. You can also
import
from Outlook, CSV or other formats.
You can now send out the invitations. Press the button under the list of
contacts and check the text in the email template. This text will be saved so
you can
use it for any new invitations later. If you want to save it as a template for
use in other events, click on the button at the bottom. Send yourself a sample
to
check how it will look. When you are happy, press Send, sit back and relax.
Your invitees will now receive their invitation emails.
Invitees will tick the dates they are available for. You will be notified by
email when they update their availability. This email will also contain a link
into your event to make your life easy.
If anyone contacts you directly, you can click on the icons in step 4 to update
the availability so all your information is in one place.
In step 4 you will see an availability grid with a siggestion for the best date
and time. When you are ready to confirm a date, just select it from the
dropdown
list. Everyone available on this date will then be
selected automatically in the grid. If you need to update availability for
someone, you can do this by
clicking on the icons.
Finally, send out the confirmation emails using the button on the final step.
Check the email as you did with the invitations by sending yourself a sample.
Click Send to send everyone confirmation of the dates. They will get a
personalised
email showing which dates they are confirmed for and those they are not.
They
will also get a button to enable them to reply.
If you need to send emails to anyone at any time, just use the options in steps
4 or 5. You can select people by status such as those who have not yet
responded. If you want to send attachments
such as agendas or documents, just copy the recipient list and use your own
email software (such as Microsoft Outlook).
Once you've done this once, it's even easier to set up the next meeting. Just
start a new event from scratch or pick a similar meeting from My Events and
click
on Copy Event.