Scheduling your meetings to your calendar from Docket is a cinch and enables you to save time bouncing from app to app while also being able to immediately build an agenda for your new meeting.

Docket also enables you to schedule follow-up meetings which cuts down on the time it takes to enter guest and other options you have already used for a previous meeting.

In this document, you can find:

Prerequisites for Scheduling a Docket Meeting

In order to use Docket scheduling, make sure your Google or Microsoft calendar is synced with Docket to ensure availability and scheduling success.

How to Schedule a Docket Meeting

There are several different ways you can schedule a new meeting in Docket including:

New Meeting - From your Docket Event Panel

  • From the navigation panel, go to Events. This will expand your calendar event panel

  • Click the +New Meeting button at the bottom of the Event Panel which will change the Event Panel view to the new Scheduler view

  • Complete the Meeting Details panel including:

    • Meeting Title - This is a required field to ensure your meeting syncs to your calendar with a title

    • Select video conferencing - This is an optional field you can use if you have your desired video conferencing synced with Docket. See more on Docket Integrations

    • Select a conference room - Conference room options come from your Google or Microsoft calendar integration

    • Add guests - Start typing an email address for a person you would like to include in this new meeting. As you type, Docket will recognize people you meet with most and make suggestions to help save you time from having to type complete addresses. See more on Guest Section Details below.

    • Guest options - hovering over a guest will display a 3-dot menu in which you can either:

      • Mark as optional - guest will be invited but will display as optional on their calendar and in Docket

      • Remove attendee - removes the selected guest from the guest list for this meeting

  • Once you are satisfied with the meeting details you have entered, click the Pick a Time button to proceed to the next step.

  • On the Select a Time panel, you will be presented with the guest availability as it is perceived from your calendar.

    • Solid blue blocks - guest is busy

    • Dashed gray blocks - guest availability is unknown

    • Dashed blue blocks - current selected time

TIP: Guests with unknown availability always show to the far right so you can focus on the guests with known availability to find the best time to meet.

  • Enter a desired meeting duration.

  • Options to select a time for your meeting include either Suggested Times or Manual

    • Suggested Times

      • View Docket Suggested Times and select an option. Suggested Times will show when guest list of known availability has windows of time that meet the duration and date requirements.

        TIP: Guests with unknown availability do not impact suggested times.

        TIP: If there are many suggested times, scroll down to see more!

      • If there are no available times, either click the option to View Next Available and let Docket skip you to the next available opening on your guests' calendars, manually skip to other dates or times, or modify your meeting details to find another match.

    • Manual

      • Use the arrows next to the date at the top of the panel to change dates. The date will default to today's date.

      • Click and drag the Dashed blue block field (current selected time) and drag the block up or down as desired to manually select the desired time for the meeting.

      • Use the Pick a Time option at the bottom of the page and manually enter a duration and meeting start time.

  • Once you are satisfied with the selected date and time, click to Save & Update.

What happens Next?

  • The meeting goes to your Google or Microsoft calendar as an event.

  • Your Google or Microsoft calendar event sends invitations to your guests as if you booked it directly from the calendar.

  • As you are still in Docket, you can proceed to build a Docket agenda for the meeting.

New Meeting - From your Docketboard

You can schedule a meeting straight from your Docketboard Week at a Glance section:

  • From the navigation panel, go to Docketboard.

  • Scroll down to the Week at a Glance section on the left and click the Create Meeting button. This will expand the Scheduler panel from the left of the page.

  • Follow the steps detailed in the section above to complete the scheduler fields and schedule your meeting.

All About the Guest Section Details

The guest attendee section within the Docket Scheduler provides key details around each guest including:

Guest Name or Email

  • A guest will show their name when they have a Docket account.

  • A guest will show an email address when they do not have a Docket account.

Guest Status

A guest may show a status for the following:

  • Meeting Organizer

  • Optional

  • Availability Unknown

Guest Color Indicators

Docket provides several visuals for the various states of a meeting guest's avatar or initials. See below for these indicators:

Purple Solid Ring

Meeting Organizer

Purple Dashed Ring

Meeting Organizer, Optional Attendee

Blue Solid Ring

Guest, Availability Known

Blue Dashed Ring

Guest, Availability Known, Optional Attendee

Gray Solid Ring

Guest, Availability Unknown

Gray Dashed Ring

Guest, Availability Unknown, Optional Attendee

Red Solid Ring

Guest, Invalid Email Address

How to Schedule Follow-Up Meeting

A follow-up meeting enables you to use a previous meeting and apply the same rules to save you time in manually creating the meeting from scratch. For example, you had a meeting last week with a customer and are ready to book the next meeting. The previous meeting has all of the guest information already entered along with the appropriate meeting title. You could create a new meeting from scratch or use the previous meeting to start the scheduling process which will copy over all previous event details.

There are several ways you can create a follow-up meeting in Docket including:

Follow-Up Meeting - From your Docket Event Panel

Start your new follow-up meeting from an event from your Event Panel:

  • From the navigation panel, go to Events. This will expand your calendar event panel.

  • Locate the meeting you wish to use as the base of your follow-up meeting. If the meeting is not In view, use the All Meetings button to navigate to the date picker and locate your meeting.

  • Once the meeting is in view, click on the 3-dot menu on the right side of the meeting card.

  • When the overflow menu displays, select the option to Schedule Follow-Up.

  • Choosing Schedule Follow-Up will open the Scheduler Panel with all previous meeting details pre-filled. From there, you can:

    • Edit details as desired

    • Proceed to select a date and time for the meeting

    • Schedule the new meeting

Follow-Up Meeting - From your Docketboard

Start your new follow-up meeting from an event from your Docketboard:

  • From the navigation panel, go to Docketboard.

  • Scroll down to the Week At a Glance section on the left.

  • Locate the meeting you wish to use as the base of your follow-up meeting. If the meeting is not In view, use the date selections to find your meeting within the week's view.

  • Once the meeting is in view, click on the 3-dot menu on the right side of the meeting card.

  • Once the overflow menu displays, select the option to Schedule Follow-Up.

  • Choosing Schedule Follow-Up will open the Scheduler Panel with all previous meeting details pre-filled. From there, you can:

    • Edit details as desired

    • Proceed to select a date and time for the meeting

    • Schedule the new meeting

Follow-Up Meeting - From your Meeting Workspace

Start your new follow-up meeting from an event, directly from the event's workspace:

  • Navigate to the previous event you wish to schedule from using your Event Panel or Docketboard.

  • Once the event is open and you are observing the meeting workspace on the right (agenda and notes), click the Schedule Follow-Up Meeting icon to the left of the meeting timer.

  • Clicking the Schedule Follow-Up Meeting icon will open the Scheduler Panel with all previous meeting details pre-filled. From there, you can:

    • Edit details as desired

    • Proceed to select a date and time for the meeting

    • Schedule the new meeting

How to Edit Meeting Details

You can edit a meeting's details if it was scheduled from Docket or from your calendar.

TIP: Meetings that were scheduled as recurring meetings on your

calendar should be edited straight from the calendar.

If the meeting cannot be edited in Docket, it will have an option to

View in Calendar which links you to the event on your calendar.

To edit meeting details for a Docket-scheduled meeting:

  • From the navigation panel, go to Events. This will expand your calendar event panel.

  • Locate the meeting you wish to edit the meeting details. If the meeting is not In view, use the All Meetings button to navigate to the date picker and locate your meeting.

  • Once the meeting is in view, click on the 3-dot menu on the right side of the meeting card.

  • Select the option to Edit Event Details.

  • Make the desired changes to the meeting details or the date and time.

  • Click the Save & Update button when you are ready to save the changes.

  • You will be prompted to confirm you wish to make the changes permanent.

    • Yes, Update Meeting will update the event in Docket and on your calendar. Your Google or Microsoft calendar will update your guests that changes to the event were made.

    • Undo Changes will leave the event details as they were prior to making changes. Nothing will change on Docket or your calendar as a result.

  • At any time, you can exit the scheduler panel from editing. If you use the back arrow or "x" to leave the panel without saving changes, you will be prompted to confirm you wish to exit making changes.

    • No, Continue Editing will put you back into editing mode where you can continue to make updates to your event and save them.

    • Discard Changes will leave the event details as they were prior to making changes. Nothing will change on Docket or your calendar as a result.

Frequently Asked Questions

Do all guests have to have Docket accounts in order to use Docket scheduling?

They do not. The meeting organizer will need a Docket account in order to use this feature but guests do not need to have Docket accounts unless you expect them collaborate in the meeting or join as a guest.

How do I edit the meeting?

Use the instructions on How to Edit the Meeting above. It is important to know that meetings scheduled in Docket can be edited through Docket. Meetings scheduled as recurring meetings will need to be edited from your calendar.

How do I add more conference room options?

Conference room options come from your Google or Microsoft calendar settings. Please see your system administrator to change your organizations' conference room list. Once the administrator updates your conference rooms in Google or Microsoft, refresh Docket and your Scheduler will show the updated options.

On a follow-up meeting, if I remove a guest from the previous meeting and change my mind, how do I add them back?

You can either add them back by typing their email address manually or exiting the panel without saving changes and starting the schedule follow-up meeting process over to get the original guest list back in view.

Will a guest with blocked time that is marked free on their calendar show as available or unavailable in Docket?

The guest will show available in Docket because their calendar is showing them as free and available for meetings during that time.

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