In this article, you'll find answers to common questions related to InviteOnce team scheduling scenarios.
How is availability retrieved for Panel meetings?
Availability for Panel meetings can be retrieved for any Team members who have a supported calendar connected to OnceHub. InviteOnce supports Google Calendar, Office 365 Calendar via EWS, and Exchange Calendar.
If a Team member does not have a calendar connected to OnceHub, availability for Panel meetings can still be retrieved using calendar sharing. The User scheduling the meeting must have a calendar connected to their OnceHub Account. Additionally, the User must also have at least free/busy access to the calendars of any Team member they are scheduling for.
NoteWhen you retrieve availability using calendar sharing, availability is retrieved from the calendar associated with each Team member's OnceHub email ID and can only be retrieved from each Team members' main calendar.
What happens if someone is not available?
If a selected Team member does not have any availability during the meeting time frame, then a No times are available message will be displayed.
To fix this issue, you can try the following solutions:
- Adjust your meeting time frame.
- Add an alternative Team member. Learn more about adding an alternative Team member
- Assign a Resource pool with a Pooled availability Assignment method to the meeting. The availability of all Team members in the Resource pool is pooled, maximizing availability. When a time slot is selected, a Team member will automatically be assigned to the meeting. Learn more about InviteOnce Resource pools
- Add the unavailable Team member as an Optional team member, in which case they will be assigned to the meeting regardless of the availability in their calendar. Learn more about adding an Optional team member
NoteIf you are scheduling on behalf of a Customer, you have the option to view time slots that conflict with events in the assigned Team member's calendar. You also can schedule the meeting in a conflicting time slot despite the conflict.
How are Team members notified?
Once a meeting is confirmed, assigned Team members receive a confirmation email and the meeting is added to their calendar.