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How to Schedule a Meeting
Annual and Enterprise ADR Notable subscribers can easily schedule in-person sessions, video calls, consultations with parties or attorneys, and more with ADR Notable+CalendarHero.
Step #1: Create and set up your connected CalendarHero account (one-time).
Read Getting Started with CalendarHero: A Quick-Start Guide to Scheduling for a step-by-guide to create your connected CalendarHero account and customize your Profile.
Step #2: Create a couple of Meeting Types in CalendarHero.
There is also very helpful documentation in the CalendarHero Help Center on Meeting Types, here.
Step #3: When you are in a Case in ADR Notable, click on Schedule a Session
Step #4: Select the Invitees and click on Set up a meeting
Email addresses are required for Meeting Invitations. A reminder will appear if you use "Select All" and one or more case participants does not have an email address.
To add the email, simply select the Edit button on the Case Dashboard, enter the missing email address, click on Save and Close, and then Save the Case.
Step #5: Identify the VIPs and Click Next
Now you are in CalendarHero! Confirm that the Invitees are all listed and flag as VIP those who must be present for the meeting to take place. In this example, all of the invitees must be present for the mediation session, so Donna Parsons will select Mark all as VIP.
Step #6: Select the Meeting Type, customize as needed, and select Next.
When you select a Meeting Type, the defaults will be the parameters you set when you initially created the meeting type. But for any meeting, you can still customize the Time Frame, the Meeting Title, the length of the meeting, and the Location right here in the invitation. You can also add an Agenda or other Note.
In this example, Donna Parsons selected one of her meeting types called "session1inperson." She then customized the Meeting Title, added a note in the Agenda box, and clicked on Next.
Tip: Read <this article> for some tips on setting up your Meeting Types. Or check out the CalendarHero FAQ articles for more information.
Step #7: Send the invitations
All that's left is to send out your invitations. CalendarHero provides two options.
- Select Send Invites to send them off immediately
- Select Get Invite Link to copy a link that you can paste into an email message if, for example, you want to include attachments to the invitation.
What happens next?
When an Invitee clicks on the button in the Invitation email, they will go to a webpage where they will see all the available time slots Donna has on her calendar for this type of meeting (session1 in-person).
Example: Donna Parsons holds 3-hour in-person mediation sessions on Monday, Tuesday, Wednesday mornings, and Thursdays. They must be at least two days away, she will hold up to two per day, but includes "buffer times" of 15 minutes before and 30 minutes after each session. She allows the invitees to invite others to the meeting, and she typically schedules three months out.
The first Invitee to click on the link is the Landmark Mall Development Company attorney, Mark Gerstein. He will see this and per the "Important Note" that Donna Parsons has added, he will select all the times that he is available.
The second person to click on the box in the email invitation is Catherine Graf-Mathews, the attorney for the Homeowners. She will be encouraged to give priority to those times chosen by Mark and will see this:
Catherine will select her available times and subsequent respondents will be able to see which time slots had been selected by the other invitees who have already responded.
When all those flagged as VIPs have responded, one of two things will happen:
- If there was at least one time in common, notifications will be sent to all invitees and calendar invitations will automatically follow. Donna Parsons will be notified and the time will be blocked on her calendar, removing it from availability for other meetings that Donna is scheduling.
- If there was no time in common for those flagged as VIPs, Donna will receive a notification to that effect and she can decide on her next steps. She could extend the timeframe and send again, or send a personal message to a non-available person to see if a slight change in time one way or the other would make a difference. In our example, Donna holds Fridays for ad-hoc meetings, so she will send another invitation for the next five Fridays and see if that is successful.
There are other helpful options available in CalendarHero such as re-sending the invitation to non-respondents, reminding people of the meeting, etc. Select View Tasks for the meeting on your CalendarHero Dashboard to see the options.
Still have questions?
- Check out the Scheduling FAQ article here
- Visit the CalendarHero Knowledge Base
- Or send us your question in a Help Ticket and we'll be in touch!
- Is your question answered on www.adrnotable.com/scheduling ?
- Check out Comparison of ADR Notable + CalendarHero with Calendly, Doodle Teams, and Acuity.