Schedule Your Meetings

Four Steps to scheduling your meeting/s

How to create the projectHow to create the invitation

How to create your availability calendarHow to preview and send out invitations

Illustrations of the professional invitation the invitees receives

Step 1 – Create your project• Open Select Your Meeting and login• selectyourmeeting.com

• Select Home

• Select Create New Invitation

• Add the people you would like to invite to meet(who will receive email invitations)

• In the Guests field, type the email address of each person you would like to send an invitation to or use ‘Search for contacts’ - a quick way to find the contacts you have in SYM.

Tip: Always include a first name when you create a contact in SYM as well as the email, so that SYM can use the first name of the contact in the invitation

• As you type the email address in the Guests field SYM will match the email with the

contacts you already have in SYM – if there is no match you will see a ‘create contact’

option – select this and create a contact record.

(If you include first names in the contact records,

SYM will also look for those in the Guest field as well).

Tips

We also recommend including the city so that you can find all the people you know

in a city when visiting there.

You can either add the emails and details of the contacts here or you can

use the ‘Contacts’ tab to enter or import contacts.

Step 2 – Create your invitation email• Enter the title for a single or series of meetings

Tip: Start the title with your name or the name of the person you are organizing the meeting for:Example: George Brandon is attending PLUS 2016 – any chance of seeing you there?

ExampleRemember: the standard text you have in the template will be merged with this invitation text

Such as:

Dear first name:

And your signature block

• Enter the location and time zone of the get-togetherTip: The get-togethers can be anywhere you specify – here are four examples:

- Specify the address for a meeting/ dinner etc.- At your office (so you have a different address for each person you meet).- By phone and enter the call in number if appropriate- Via Video conferencing

Also - If you want to include a link for example from Google Maps – you can also include one

Example

Step 3 – Create your availability calendar• Select the dates and times you are available to meet people

Tip: You can select as many days and times as you wish for these invitations.

Click on the days to highlight in blue over any number of months.

Once you have selected the days, then select the times for each of those days on the next set of screens.

When you have selected all the days – select:

• Select for each day, the times and length of each meeting when you are available (shown in green)

• You can increase the duration of each meeting by clicking on the white bar in the green box and drag up and down as appropriate

• You can also add notes to them if you wish

Tip: Remember to allow times between sessions for time you may need such as travel time, catch up on emails and phone calls etc

•When you have finished adding your times to the first day, use the direction arrow highlighted in red to move

to the next / previous date you selected and do the same again until you are finished adding your availability

times

•When you have finished adding the available times for all the days, select either Save or Save and Preview the

email.

•You can of course cancel and not save the times selected.

Step 4 – Preview and send out your invitations• You can either send the invitations as soon as you define the days and

times by selecting send invitations after previewing:

• Or – you can open the project for these meetings at any time and either send invitations to all guests or them individually

What the Invitee Receives• Invitees first receive an email

containing the invitation and here is an example:

What the Invitee Receives• When they select the ‘Select Your

Meeting’ red button your availability calendar is displayed and here is an example

They click on the available days and time and you both receive confamation emails and a link to add the meeting to your calendars!