Using the FindTime add-in

The FindTime Outlook add-in is one half of the organizer's experience. The add-in is where the organizer chooses initial times to suggest to their attendees based on calendar information they have access to, and then sends out the times to their attendees. To get more information on what happens after using the add-in, see this page on voting

The add-in shows the organizer the best available times, letting the organizer easily sort and filter the results to find their ideal times. The add-in also allows the organizer to customize features of the details such as location, duration, Skype integration, notification frequency, and several others.

Table of Contents


How to find the add-in Attendees Meeting settings The suggestion list Time zones Skype After inserting the invite into your email

How to find the add-in

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I can't seem to find the add-in in Outlook or Outlook on the Web!


Take a look at this troubleshooting page to see if it helps.

Attendees

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The add-in says I need to add attendees. How do I do that?


Simply add some email addresses to the To: or Cc: line of your email!

How did FindTime know which attendees are required, and which are optional?


FindTime considers all attendees on the To: line of your email to be required, and all other attendees to be optional.

How do I add more attendees?


Add some more emails to the To: or Cc: lines of your email and you're good to go!

Meeting settings

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When picking out meeting time suggestions, what sort of options can I use to pick the best ones?


 We've got a few tools to help you find your ideal meeting times.
  • Duration: You can change the duration of the meeting by using the Duration dropdown to choose times, or to select the Custom time and input your own. The maximum duration for a meeting is 23 hours and 59 minutes.
  • Work hours: When the Work Hours option is checked, only times that fall within your working hours are displayed. Working hours are saved in your FindTime settings (see more information about settings), or if you haven't manually set those working hours then FindTime will pull working hours from Exchange. If you don't have Exchange working hours set, then working hours default to 8am to 5pm. Please note that a meeting time is only on the suggestion list if the entire duration fits within your working hours. For example, if your duration is 4 hours and your working hours are from 9am to 5pm, the latest time you'll see suggested is 1pm.
  • Time zone: Sometimes you'd like to make suggestions in a different time zone, or perhaps the time zone we've guessed is yours happens to be incorrect. Just click on the time zone icon next to the working hours checkbox and you can choose any time zone in which to view and choose suggestions.
  • Sort by availability: Clicking the "availability" text above the list of suggestions will sort the suggestions with the best suggestions at the top of the list. Best suggestions are determined by a few factors, including how many attendees are free, how many required vs. optional attendees are free, whether conflicted attendees have tentative or busy commitments on their calendar, and other criteria. Times where all required attendees are free are at the top of the list and sorted by our ranking, and all other times are listed under the heading "other times" and also sorted by our ranking.
  • Sort by time: Clicking the "time" text above the list of suggestions will show all suggestions for the selected day in chronological order.

Can I schedule a meeting on a weekend?


Yes! Uncheck the "work hours" checkbox and you'll be able to see the weekly navigation show 7 days instead of 5:



becomes:



Then you can start suggesting times on weekends.

How do I select a custom duration?


Select "Custom" in the Duration dropdown menu:


How do I schedule an all-day meeting?


You can choose the 8-hour duration in the Duration dropdown menu, or you can select a custom duration (see above) to suit your needs.

Can I schedule a multi-day duration? For example, 48 hours?


No, sorry! The maximum duration when using a custom duration is 23 hours and 59 minutes.

Can I schedule a recurring meeting?


We don't currently support recurring meetings :(

Can I pick a conference room with my suggestions?


Not just yet. This is a popular feature request and we definitely have it on our radar.

If I pick a duration of 8 hours, why are there only 1 or 2 times per day that are suggested?


We only show suggestions that fit 100% within your time constraints. This means that if you have "work hours" checked, and your work hours are 8am to 5pm, you will only see suggestions for 8am, 8:30am, and 9am because those are the only times that will allow an 8-hour meeting to fit within your work hours. To see more time suggestions, uncheck the "work hours" checkbox.

Will I be able to change the location of the meeting later on?


Yes! You will be able to change the location of your invite after you've sent the poll to your attendees. You can do so by your personal dashboard and editing the location. See here for instructions on editing an invite. You can also change the location after your poll has been completed and an Exchange meeting has been sent to all your attendees, using Outlook or Outlook on the Web.

What are holds, and how do they get removed from my calendar?


If you have the holds setting turned on, then a tentative appointment will be added to your calendar for each meeting time you have chosen to suggest. You can find this setting on the second page of the add-in, here:



Once your meeting has been scheduled (either by auto scheduling or by you manually scheduling a suggestion via the voting site), the holds will automatically be removed from your calendar within 30 minutes of scheduling the meeting. Most of the time the holds are removed within 5 minutes but can sometimes take up to 30 minutes.

I don't want holds on my calendar anymore. Is there a way to remove them?


Unless you wait for the meeting to be auto-scheduled or schedule it manually yourself, the only way to remove the holds is to go to your calendar and delete them one by one.

Are holds sent to my attendees too?


No. However, after voting, your attendees have an option to add tentative appointments to their own calendar for suggestions for which they voted positively. After voting, attendees see the following page and can click the button "Subscribe to my votes":


How does auto schedule work?


Auto scheduling is a setting that is enabled by default, that can be toggled on the second page of the add-in here:



When auto schedule is enabled, FindTime will automatically schedule your meeting for you once your attendees have voted and reach consensus. If multiple suggestions are all valid, FindTime will schedule the soonest one.

FindTime will wait for all required attendees to vote before auto scheduling (if consensus is reached). If all the required attendees reach consensus before optional attendees have a chance to vote, FindTime will still auto schedule the meeting since it does not wait for optional attendees nor does it factor optional attendees' votes into consideration when checking for consensus.

What exactly is the "notifications" setting?


Notifications is a setting that is enabled by default, that can be toggled on the second page of the add-in here:



This setting controls the notifications that you, the organizer, receives regarding the status of your invite. If this setting is enabled, FindTime will send you an email notifying you when an attendee votes. This email includes the current status of the voting at the time of sending.

You can always unsubscribe from the notifications later on by clicking the unsubscribe link in the notification email:


The suggestion list

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How are these suggestions ordered?


The suggestions in the suggestion list are sorted in two ways:
  • Sort by availability: Clicking the "availability" text above the list of suggestions will sort the suggestions with the best suggestions at the top of the list. Best suggestions are determined by a few factors, including how many attendees are free, how many required vs. optional attendees are free, whether conflicted attendees have tentative or busy commitments on their calendar, and other criteria. Times where all required attendees are free are at the top of the list and sorted by our ranking, and all other times are listed under the heading "other times" and also sorted by our ranking.
  • Sort by time: Clicking the "time" text above the list of suggestions will show all suggestions for the selected day in chronological order.

Can I see my free/busy information and my calendar surrounding the meeting time for each suggestion?


Yes! You can see your calendar context by opening the calendar tray in each suggestion:


I don't know what the people icons mean.


You can view the legend for the icons by hovering over the question mark icon by the "sort by" text. Here is the legend:



To clarify a bit further, here's some more information:
  • The gray triangle above a person icon designates the organizer.
  • The blue bar under a person icon designates a required attendee. An icon without a blue bar means the attendee is optional.
  • The colors indicate the free/busy status of an attendee:
    • Green indicates that the attendee's calendar shows them to be free
    • Yellow indicates that the attendee's calendar shows them to have a tentative meeting at that time
    • Red indicates that the attendee's calendar shows them to have a busy, OOF, or Working Elsewhere meeting at that time
    • Gray indicates that the organizer does not have access to the attendee's calendar, or there was an error getting free/busy information

I can see some attendees are busy but how do I know which person has which status?


There are two ways you can see which people icon corresponds to which attendee:
  • Hover over the person icon
  • Open the attendee status tray

How can I tell if I've already proposed a suggestion time in another invite?


You can see this information only for invites you've sent out with the holds setting turned on. Because a tentative appointment is added to your calendar for every time you've suggested before, your status will show as tentative (hence the organizer's person icon being yellow below).

Here is an example of what your calendar context will look like with holds:


How do I choose a suggestion?


Click anywhere in the suggestion rectangle except for the person and calendar icons to select the suggestion. When the time box on the left turns green, you'll know you've selected it.



To unselect a suggestion, you can either click the suggestion again (the time box will return to blue) or you can go to the next page and press the X button to remove a suggestion from your "shopping cart."


Is there a maximum number of suggestions I can choose?


Yes. The maximum is 20.

Time zones

How do I know what time zone the add-in thinks I'm in?


There are two ways you can view the current time zone that's selected.
  • Hover over the time zone icon
  • Expand the time zone setting

The time zone is wrong and I have to change it every time I use the add-in. Can I change it permanently?


Yes! You can change your default time zone permanently on the organizer settings page. See more information here.

How do I see what time the suggestions are in a different time zone?


You can change the selected time zone to get a list of times that fall within your working hours (if the "work hours" checkbox is checked), but currently we don't support seeing a suggestion's time in different time zones side by side.

If I'm in a time zone that observes Daylight Savings Time, does FindTime handle Daylight Savings correctly?


Yes, FindTime takes Daylight Savings Time into account. If you suggest a time after DST switches, your suggestion (or meeting, if it's been scheduled already) will remain at the correct time.

Skype

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How do I add Skype to my meeting?


You can add Skype to your meeting on the second page of the add-in, next to the location text field.

If I add Skype to this meeting poll, will it use my bridge or will it assign a new Skype ID each time I schedule a meeting?


FindTime will use the Skype setting that is in your organizer settings (see more information about Skype settings). The first time you use FindTime, it will auto-detect your Skype settings and set your organizer setting with that information. If FindTime detects that you do not have a bridge set up, your default setting will be to receive a new Skype ID for every meeting. If FindTime detects that you have a Skype bridge set up, it will set your organizer setting to assign that bridge as the Skype information in your meetings.

In the rare case that FindTime encountered an error while trying to auto-detect your Skype settings, your organizer setting will default to using a new Skype ID for every meeting.

If you change your Skype settings in Outlook, FindTime will not pick up the change and you'll need to manually change the setting in your dashboard (see here for information about your dashboard).

After inserting the invite into your email

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Wait! I need to change something. How do I go back?


Don't worry! There's a button just for that! After you insert the invite into your email, you'll see an "Edit options" button. Click it and you'll be able to make changes to your invite and re-insert it into your email. Note, however, that when re-inserting the invite, the old invite is not automatically deleted.


Why didn't the old invite in the email get deleted when I re-inserted?


Unfortunately, we aren't able to delete an invite with 100% certainty and don't want to mistakenly delete an other invite in the email (for example, if another FindTime invite was inserted into the email further back in the conversation). For the time being, when re-inserting an invite, the old one will need to be manually deleted.

Can I have a plain-text version of the invite?


Currently we only offer one design of the email insert.

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