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How scheduling works

There are a couple ways that FindTime invites can get scheduled, and we provide some more detail on this page.

Table of Contents

Two ways to schedule a FindTime invite
Customizing the meeting that is scheduled
General issues

Two ways to schedule a FindTime invite

Auto-scheduling a meeting

When you create an invite with the FindTime add-in in Outlook or Outlook on the Web (OWA), you have the option to enable or disable the auto-scheduling feature. If auto-scheduling is enabled, FindTime will continuously check to see if your attendees have reached a consensus on your invite. If your attendees have reached consensus, FindTime schedules a meeting for that time and sends out meeting invitations to your attendees on your behalf.

It's important to note that required and optional attendees are treated differently when determining if attendees have reached consensus on a time to meet. Optional attendees' votes are not counted when determining consensus; only required attendees' votes are considered. If multiple times are agreed upon by the required attendees, FindTime will then take optional attendees' votes into account and will schedule the time with the best availability for required and optional attendees. If multiple times are ranked the same, FindTime will schedule the earliest agreed-upon time.

Once your meeting is auto-scheduled, FindTime will send you (the organizer) an email to notify you that consensus was reached and your meeting was scheduled.

Manually scheduling a meeting

If you chose to disable the auto-scheduling feature, or if your attendees are unable to reach consensus, or if the votes are coming in too slowly, you (the organizer) can choose a specific suggestion to schedule. Check out the instructions to manually schedule a time here.

Customizing the meeting that is scheduled

Can I edit the contents of the meeting that is sent out when it is scheduled?

Unfortunately no. When a meeting is scheduled, either by the auto-schedule feature or by manually scheduling a time, the meeting invitation that is sent out to your attendees contains the body of the original email into which you inserted the FindTime invite, plus the Exchange meeting details.

If voting is done and there are multiple suggestions that have consensus, which one is scheduled? Can I choose?

Consensus is determined by seeing if all required attendees have voted favorably for a time. If there are multiple times that have consensus among required attendees, FindTime will then take optional attendees' votes into account when choosing the optimal time to schedule. If there is still a tie, FindTime will schedule the earliest available time.

The only way that you can choose which time to schedule if there is a tie is by creating the invite with the auto-scheduling feature off. You will receive an email notification from FindTime once your required attendees have reached consensus.

Can I reschedule a meeting that was scheduled? Meaning, can I reopen the poll and add some new times?

Once a meeting is scheduled, any changes you make must be made through Outlook like a regular meeting. Unfortunately, you can't reopen a FindTime invite once it's been completed.

General issues

The holds are still on my calendar. Why are they still there? I cancelled or scheduled the meeting.

Holds should be removed from your calendar within 5 minutes of cancelling or scheduling your meeting via the auto-scheduling feature, by manually scheduling a time, or by manually cancelling an invite. Sometimes, however, it may take up to 30 minutes to remove holds from your calendar. If after this amount of time the holds remain on your calendar, you can remove them manually through Outlook. You can also delete them manually through Outlook at any time; you do not need to wait for any amount of time to pass.

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