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description: 'Reading time: 7 minutes'
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# Meeting

> **In short:**\
> A Meeting is a scheduled event where participants gather at a specific time, optionally with a video conference link. Meetings can be created directly in the Agenda module or originate from other event types like Shared Availability, Appointments, and Polls. Meetings offer flexibility in scheduling and collaboration, with multiple customizable properties. The Meeting card includes tabs for agenda, minutes, and notes, facilitating comprehensive meeting planning and documentation.

## Meetings in Timebook

**Meeting** is one of the event types available in Timebook’s [Agenda module](../agenda-module). You are probably familiar with the concept of a meeting from other apps. In short, a meeting is when you want to meet with others at a specific time, with a link to a video conference if necessary.

Meetings are a central feature designed to streamline your scheduling and collaboration. We put the capital “M” in Meetings to signal how flexible and powerful they are in Timebook. Beyond traditional scheduling, Timebook Meetings can originate from various event types, including [Shared Availability](shared-availability), [Appointments](appointment), and [Polls](poll), offering flexible and efficient ways to manage your schedule.

<div align="left"><figure><img src="https://3284049081-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvCMXgzPoiE4UXP4jn6B8%2Fuploads%2FdiNIiAtd9y6GziVrjQYu%2FMeetings%20on%20the%20calendar%20grid.png?alt=media&#x26;token=5e592611-510d-40a8-a640-7176bef07af5" alt="" width="563"><figcaption><p>Meeting cards (1) are easy to spot—they don’t have icons like other events (2).</p></figcaption></figure></div>

{% hint style="info" %}
For 1-to-1 meetings in Timebook, we recommend using the Shared Availability event type. It’s designed to let another person book your available time slot with little effort.

For more information, see [shared-availability](shared-availability "mention")
{% endhint %}

***

## Creating a Meeting

Meetings are managed in the [Agenda module](../agenda-module), where you can create them directly on the grid. This approach simplifies scheduling by allowing you to see and select the exact time slot for your Meeting as you create it.

To create a Meeting on the calendar grid:

{% embed url="https://go.screenpal.com/watch/cZXqjCnVZUv" %}
You can create Meetings directly on the grid in the Agenda module.
{% endembed %}

> 1. Click a time slot on the calendar grid, or drag to select a longer period.
> 2. In the menu that appears, select \[**Meeting**].
> 3. Enter a meaningful name for your Meeting and add guests. When adding Workplace[^1] members, their schedules will appear next to yours, making it easy to adjust the time slot for everyone’s availability.
> 4. Customize your Meeting using the available properties. [See below](#available-properties-when-creating-a-meeting) for more information.
> 5. Click \[**Schedule**] to confirm and send invitations to your guests.

{% hint style="info" %}
You can also initiate Meeting creation using one of these methods:

* Click the \[**Fast create**] button in the Navigator, select \[**Event**], and then \[**Meeting**].
* Click the \[**Meet**] button above the calendar grid.
* Click the \[**+**] button above the calendar grid and select \[**Meeting**].
{% endhint %}

### Finding time slots with Scheduling Assistant

We have introduced the Scheduling Assistant to help you work effectively from your calendar. It’s a handy tool that analyzes the availability of all participants and suggests the best time slot for a Meeting.

If all your guests are members of your Timebook Workplace, you can use the Assistant to schedule every Meeting you create automatically. All it needs is your guest list and a defined period in which to schedule the Meeting.

To use the Scheduling Assistant when creating a new Meeting:

{% embed url="https://go.screenpal.com/watch/cZXqjdnVZwF" %}
Let our Scheduling Assistant find the best time slot for your Meeting.
{% endembed %}

> 1. Create a new Meeting and add Workplace guests.
> 2. On the Meeting card, click \[**Suggest time**] above the calendar grid.
> 3. Define the length of your Meeting and the period in which you want to schedule it. You can also enable the \[**Search outside work hours**] toggle.
> 4. Pick one of the automatic suggestions or click \[**Show more**] for other options.
> 5. After selecting a suggestion, you can still adjust it by dragging the Meeting’s card across the grid to a new time.

{% hint style="info" %}
If the Scheduling Assistant can’t find a suitable time slot, you will see some suggestions for solving the issue quickly.

You can then try to shorten the Meeting time, extend the search range, or search outside your work hours.
{% endhint %}

***

## Meeting card options

You can use Meeting cards on the calendar grid to reschedule your Meetings with little effort. You can adjust the dates and times with a simple drag-and-drop, whether you’re the host or a guest. Rescheduling Meetings using their cards is straightforward:&#x20;

* **Drag and drop**: Move a Meeting card across the grid to reschedule it.
* **Adjust duration**: Resize a Meeting card by dragging its lower edge to extend or shorten the duration.

When making changes to a Meeting on the grid, there are additional actions based on your role:

* **As a host**: After making a change, you’ll have the option to notify your guests. Simply check the \[**Notify guests**] box in the confirmation pop-up.&#x20;
* **As a guest**: After making a change, click \[**Propose**] on the resulting pop-up. You will then see a modal showing the host’s calendar. Select a new time for the event and, optionally, attach a message. Click \[**Save**] to confirm your changes and send your proposal.

{% embed url="https://go.screenpal.com/watch/cZXqjLnVZxZ" %}
Drag-and-drop Meeting cards on the grid to reschedule.
{% endembed %}

Clicking on a Meeting card opens its full version, allowing you to access and edit all of the Meeting’s properties, including participants, notifications, and notes. The Meeting card is organized into four tabs, each containing specific information:

<table><thead><tr><th width="140">Tab</th><th>Function</th></tr></thead><tbody><tr><td><strong>Info</strong></td><td>This tab displays all participants and the Meeting properties set by the host. If you are the host, you can edit the Meeting details. Guests can use the <strong>[Propose New Time]</strong> option to suggest a different time. Regardless of your role, you can adjust general settings, such as notifications or the Meeting’s visibility in your calendar.</td></tr><tr><td><strong>Agenda</strong></td><td>This tab is where you can outline the topics to be covered during the Meeting. Both the host and participants can contribute to the agenda, ensuring everyone is aligned on the discussion points. This tab can be edited like Timebook pages, using various options to structure and enhance the agenda.</td></tr><tr><td><strong>Minutes</strong></td><td>This tab is where you record decisions and key takeaways from the meeting. It is a shared space for capturing everything discussed, ensuring a clear record for all participants. This tab can be edited just like a Timebook page, with various options available to structure and enhance the content.</td></tr><tr><td><strong>Notes</strong></td><td>This tab provides a private space for each participant to create and store notes related to the Meeting. Notes created here are visible only to the person who wrote them, ensuring privacy. Additionally, all your Meeting notes can be accessed later in the dedicated tab within the <a href="../../../getting-around-timebook/app-navigation/my-work#available-tabs-in-my-work">My Work</a> module.</td></tr></tbody></table>

<div align="left"><figure><img src="https://3284049081-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvCMXgzPoiE4UXP4jn6B8%2Fuploads%2Fqqyk7LZm4YtQztOzSiVn%2FMeeting%20card%20tabs.png?alt=media&#x26;token=762b386c-61d7-4ec9-a106-c962e65f0b67" alt="" width="563"><figcaption><p>Use these tabs to edit properties, create an agenda, record decisions, and take notes.</p></figcaption></figure></div>

{% hint style="info" %}
In the top-right corner of a Meeting card, you’ll find options to manage the Meeting:

* \[**Share event**] to copy the Meeting link and share it with others.
* \[**Edit event**] to modify the Meeting details (available if you are the host).
* \[**Delete**] to permanently remove the Meeting (available if you are the host).
{% endhint %}

### Available properties when creating a Meeting

Meeting cards offer a variety of properties to help you set up Meetings. These properties let you define key details such as participants, location, recurrence, and more, ensuring the Meeting is customized to your needs.

When creating a Meeting, you can edit all properties on the right side of the card. Common properties important to all participants are displayed upfront. Additional properties, mainly related to how the Meeting appears in your calendar, are available under the expandable \[**Show more options**] section.

<div align="left"><figure><img src="https://3284049081-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvCMXgzPoiE4UXP4jn6B8%2Fuploads%2FHNYzMBwl7G0oaStNgFE8%2FMeeting%20card%20properties.png?alt=media&#x26;token=84780e52-a842-47ee-9d10-dc17b55716ef" alt="" width="563"><figcaption><p>Scroll the right pane of a Meeting card to see all its properties.</p></figcaption></figure></div>

<details>

<summary>Common Meeting properties</summary>

The following options are always visible on event cards:

***

\[**Name your Meeting**]

This field is optional, but consider giving your event a unique title to make it stand out in your calendar.

***

\[**Suggest time**]

Use this option to access our Scheduling Assistant. This automatic tool compares calendars of Workplace members and finds the best time for your Meeting. [See above](#finding-time-slots-with-scheduling-assistant) for more information.

***

\[**Propose new time**]

This option is only available to Meeting guests. Use it to propose a different meeting time (or date).

Click the button and use the calendar grid to select a different time slot for the Meeting. You can also add a message to the host. When you click \[**Send**], the host receives your proposal. You will get a system notification if they accept.

You can also propose a new time by dragging the Meeting card across the calendar grid.

***

\[**Add guests**]

This area is where you invite others to your Meetings. Start typing and choose one of the matching results.&#x20;

Once you add a guest, you can use the dropdown menu to the right of their name to decide if they are required or optional, or remove them from the guest list.

***

\[**All day**]

Enabling this toggle turns your Meeting into an all-day[^2] one.

***

\[**Start**]

Use the date & time pickers to define when the Meeting starts.

***

\[**End**]

Use the date & time pickers to define when the Meeting ends.

***

\[**Repeat**]

By default, a new Meeting is set to \[**Does not repeat**], but you can change this by clicking the button and selecting a repetition cycle that suits your needs.&#x20;

You can choose from the preset options or use the \[**Custom**] option to define a specific rule for when the Meeting should repeat.

***

\[**Video call**]

Use this option if this is not a face-to-face Meeting.

If enabled, Timebook will automatically add a video conference link to this Meeting.&#x20;

Make sure you select the appropriate video-conferencing tool and that Timebook is integrated with this tool. For more information, see [Broken link](broken-reference "mention")

***

\[**Interview**]

Use this option to link an Interview object to your Meeting.&#x20;

[See below](#connecting-meetings-to-discovery-process) for more information.

***

\[**Location**]

Specify the physical location of this Meeting.

To choose the location, start typing and select one of the matching place names.

***

\[**Description**]

You can briefly describe what your Meeting is about here.

***

\[**Agenda**]

Use this option to create a list of topics to discuss during this Meeting.

This field works [like a Timebook page](#user-content-fn-3)[^3], so you can make the most of our text-formatting options when editing the agenda for your Meeting.

***

\[**Attachments**]

If you want your guests to have access to specific resources before and during the Meeting, use this option to add attachments.

Click \[**Add**] and select files from your Google Drive that you want to attach to this Meeting.&#x20;

</details>

<details>

<summary>Additional Meeting properties</summary>

The following options are available under the expandable \[**Show more options**] section:

***

\[**Guests can invite others**]

When enabled, this option allows guests to invite additional participants to the Meeting.&#x20;

Otherwise, only the host can invite guests.

***

\[**Time zone**]

Use the dropdown menu to specify the time zone for the Meeting’s start and end times.&#x20;

Start typing a location name and select one of the matching results.

***

\[**Show me as**]

Use this dropdown to signal your availability to others. Other users will see this Meeting marked as free or busy in your calendar.

This option is set to \[**Busy**] by default for Meetings to protect your schedule from overbooking.

***

\[**Color**]

Select a color marker for your Meeting. This feature is a visual adjustment to make the Meeting stand out in your calendar.

Click \[**Color**] and select a colored square from the list. The background color of the Meeting’s card changes to match your selection.

***

\[**Notify me**]

Decide if and when you want to receive a notification about the start of this Meeting.&#x20;

This option is set to \[**10 minutes**] by default, but you can use the dropdown and select a different time.

***

\[**Visibility**]&#x20;

Decide how much information about this Meeting you want to share with others.

Use the dropdown and select one of the options:

* Select \[**Use my preferences**] to apply your general calendar preferences to this Meeting. This is the default setting.
* Select \[**Don’t show anyone**] to hide the Meeting’s title from everyone who can access your calendar. They will only see a Meeting card labeled “Free” or “Busy.”
* Select \[**Show everyone**] to allow anyone with access to your calendar to see the Meeting’s title.

For more information, see [calendar-preferences](../../../settings/preferences/calendar-preferences "mention")

</details>

### Connecting Meetings to discovery process

Timebook’s discovery tools help you uncover opportunities to improve your product and turn them into actionable objects. You can use [Interviews](../../core-concepts-and-objects/research-and-planning-objects/interview) and [Insights](../../core-concepts-and-objects/research-and-planning-objects/insight) as effective and automated tools to gather feedback directly from users, helping you better understand their needs and refine your product strategies.&#x20;

Using your Timebook calendar, you can link Meetings to relevant Interview objects, making feedback easy to find. You can then access the feedback directly from the Meeting card or in the dedicated \[**Interviews**] module. Each Meeting card has a section for linking Interviews, with the \[**Add**] button to help you create a new Interview object for your Meeting or link an existing one.

<div align="left"><figure><img src="https://3284049081-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvCMXgzPoiE4UXP4jn6B8%2Fuploads%2FQIqyvgPNvtuyRoiMLmso%2FInterview%20section%20on%20a%20Meeting%20card.png?alt=media&#x26;token=e4b3cd76-8494-4c05-a2c6-c0e2f50aa357" alt="" width="563"><figcaption><p>Link a Meeting to an Interview object to see discovery data in your calendar.</p></figcaption></figure></div>

{% hint style="info" %}
Once you link an Interview to a Meeting, the \[**Go to Interview**] button will appear, allowing you to navigate directly to the associated Interview object.&#x20;

Additionally, the \[**Unlink Interview**] button will appear, enabling you to disconnect the Meeting and Interview objects.

For more details on interview objects and their management, see [interview](../../core-concepts-and-objects/research-and-planning-objects/interview "mention")
{% endhint %}

***

## Related articles

[agenda-module](../agenda-module "mention")

[](<> "mention")

[shared-availability](shared-availability "mention")

[interview](../../core-concepts-and-objects/research-and-planning-objects/interview "mention")

[^1]: Just like your actual organization, Timebook **Workplace** brings everyone under one virtual roof, keeping things structured and in sync. The Workplace consists of Teams collaborating on shared resources. \
    \
    For more information, see [workplace-navigation](../../getting-around-timebook/app-navigation/workplace-navigation "mention")

[^2]: In Timebook, you can use a dedicated feature to manage your all-day activities.\
    \
    For more information, see [#all-day-events](..#all-day-events "mention")

[^3]: You can use Timebook pages to build, collaborate on, and share your content.\
    \
    For more information, see [pages](../../documents/pages "mention")
