FindTime - Use the scheduling poll dashboard Tutorial

Discover how to use the meeting dashboard in this video titled "Use the scheduling poll Dashboard" You will learn how to collaborate effectively and communicate with your colleagues by harnessing the advanced features of the FindTime tool.

This tutorial is tailored for intermediate-level users and will empower you to optimize your online meetings. Don't miss this opportunity to enhance your productivity and professional communication.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to effectively use the scheduling poll dashboard, including accessing polls, modifying settings, and managing meeting invitations.

Chapitres :

Accessing Your Scheduling Poll Dashboard
To access your scheduling poll dashboard, locate the email sent to you and click on the phrase 'View all your polls' found under the provided link. This action will direct you to the interface where you can view all open polls currently in the voting process.
Managing Open Polls
From the open polls interface, you can: - Modify the name of a poll. - Cancel a poll if it is no longer relevant. Hover over the calendar icon to view the poll settings. By clicking on the poll name, it will open in a new tab, displaying your selected time slots.
Modifying Availability
In case of changes to your schedule, you can modify your availability by clicking 'No' to prevent the selection of one or more time slots. This feature allows you to manage your commitments effectively.
Viewing Participant Responses
You will also be able to see the responses from different participants. To create a meeting within the chosen time interval, click on 'Schedule a meeting,' which will send an invitation to the participants.
Suggesting Additional Time Slots
If you need to propose a new time slot to relevant individuals, click on 'Suggest Another Time.' This feature allows for flexibility in scheduling.
Dashboard Overview
The dashboard contains several sections: - **Completed**: Lists all scheduling polls that have been completed. - **Cancelled**: Displays the scheduling polls you have stopped. - **Expired**: Shows scheduling polls that did not result in a meeting within the specified time frame.
Modifying Poll Settings
Click on 'Poll Settings' to modify the default settings of the scheduling poll tool. Key settings include: - **Notify me about poll updates**: Sends an email when a participant responds or when there are modifications. - **Schedule when attendees reach consensus**: Automatically sends a meeting invitation when there is a consensus in the votes. - **Hold selected times on my schedule**: Temporarily blocks the proposed time slots in your agenda for voting. - **Lock the poll for attendees**: Prevents recipients from suggesting new time slots or additional participants. - **Require attendees to verify their identity**: Forces recipients to authenticate via account login or a code sent via email. - **Default duration**: Allows modification of the default meeting time proposed by the tool. - **Limit suggestions to meeting hours**: Uncheck this option if appointments are often scheduled outside regular working hours.
Saving Changes
After making any modifications to the default settings of the scheduling poll tool, click 'Save' to apply the changes.

FAQ :

How do I access my scheduling poll dashboard?

You can access your scheduling poll dashboard directly from the email sent to you. Click on the phrase 'View all your polls' located under the link provided in the email.

What can I do if I need to change my availability?

If you need to change your availability, you can click 'No' to prevent the selection of one or more time slots that you are no longer available for.

What happens when I click on 'Schedule a meeting'?

Clicking on 'Schedule a meeting' will create a meeting within the chosen time interval, which needs to be sent to the participants.

What does the 'Completed' section show?

The 'Completed' section contains the list of scheduling polls that have been completed, while 'Cancelled' displays the polls you have stopped, and 'Expired' shows those that did not result in a meeting within the specified time frame.

How can I modify the default settings of the scheduling poll tool?

You can modify the default settings of the scheduling poll tool by clicking on 'Poll Settings' and adjusting the options as needed, then clicking 'Save' to apply the changes.

Quelques cas d'usages :

Team Meeting Scheduling

A project manager can use the scheduling poll tool to find a suitable time for a team meeting by sending out a poll to all team members, allowing them to vote on their preferred time slots.

Client Consultation

A consultant can propose multiple time slots for a client meeting using the scheduling poll, ensuring that the client can select a time that works best for them.

Event Planning

An event coordinator can utilize the scheduling poll to gather availability from various stakeholders for planning an event, streamlining the decision-making process.

Remote Team Collaboration

A remote team leader can implement scheduling polls to coordinate meetings across different time zones, ensuring all team members can participate.

Feedback Sessions

A manager can use scheduling polls to arrange feedback sessions with employees, allowing them to choose times that fit their schedules, thus improving attendance and engagement.

Glossaire :

scheduling poll

A scheduling poll is a tool that allows participants to vote on their preferred time slots for a meeting, helping to find a consensus on the best time to meet.

dashboard

A dashboard is a user interface that provides an overview of various functions and data, allowing users to manage and access different features easily.

availability

Availability refers to the times when a person is free to attend a meeting or event.

time slot

A time slot is a specific period during which a meeting can be scheduled.

participants

Participants are individuals who are invited to attend a meeting or event.

consensus

Consensus is a general agreement among a group, often reached through discussion and voting.

poll settings

Poll settings are the configurable options that determine how a scheduling poll operates, including participant permissions and notification preferences.

lock the poll

Locking the poll prevents attendees from suggesting new time slots or adding additional participants.

verify identity

Verifying identity requires participants to authenticate themselves, either by logging into their account or using a code sent via email.

default duration

Default duration is the pre-set length of time for meetings proposed by the scheduling tool.

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You can access your scheduling poll

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dashboard directly from the e-mail sent.

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To do this, click on the phrase View

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all your polls located under the link.

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Now you have access to open polls,

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which shows all scheduling poles

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currently in the voting process.

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From this interface you can modify the name,

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duration or location of the meeting.

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Or cancel it if it's no longer relevant.

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The pole settings are viewable by

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hovering over the calendar icon.

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By clicking on the pole name,

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it will open in a new tab and you

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will see your selected time slots.

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In case of changes in your schedule,

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you can modify your availability

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by clicking No to prevent the

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selection of one or more time slots.

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You will also see the responses

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of different participants.

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Clicking on Schedule a meeting

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will create a meeting within the

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chosen time interval that needs

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to be sent to participants.

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It is possible to add a new time slot

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to propose to relevant individuals

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by clicking on Suggest Another Time.

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Back on the dashboard.

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Completed contains the list of scheduling

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polls that have been completed.

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Cancelled displays the scheduling

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polls you have stopped.

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Expired shows scheduling polls

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that did not result in a meeting

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within the specified time frame.

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Click on Poll Settings to modify the default

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settings of the scheduling poll tool.

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Notify me about poll updates.

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Sends you an e-mail when a participant

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responds to the scheduling

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poll or for any modifications.

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Schedule when attendees reach consensus.

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Automatically sends a meeting invitation

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when there is a consensus in the votes.

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Hold selected times on my schedule

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temporarily blocks the proposed time

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slots in your agenda for voting.

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Lock the pole for attendees.

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Recipients cannot suggest new time

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slots or additional participants.

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Require attendees to verify their identity.

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Forces recipients to authenticate

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either by logging into the account

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or by a code sent via e-mail.

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Default duration allows you to modify the

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default meeting time proposed by the tool.

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Limit suggestions to meeting hours.

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Uncheck this option if appointments

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are almost always scheduled

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outside of regular working hours.

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Click Save to modify the default

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settings of the scheduling poll tool.

Mandarine AI: WHAT YOU SHOULD KNOW

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