Create meeting
The following article describes how meetings are created.
Directly to the following sections:
Create a new meeting
Send meeting date with Outlook
Create follow-up appointment
Create multiple follow-up appointments
Procedure for recurring meetings
Troubleshooting appointment invitations for the Mac mail program
The authorizations and visibility of meetings and session content are described in the following article: Authorizations & Visibilities
Click on +New in the menu under Meetings.
Or click on +New in the menu bar and then on Meeting.
Enter a title and set categories.
General: Select a meeting type, specify the meeting details such as date/time/duration of the meeting, location/company and the room.
Organization: Determine the organizer of the meeting and, if necessary, define other organizers for this meeting who can administer the meeting.
4 Participants: Select the participants (contact groups or entire teams can also be added). Excused participants are only adjusted before the meeting is held. The additional distribution list is intended for people who should receive the protocol but did not attend the meeting themselves.
Click Save when all the required information has been filled in.
Example:
Meeting as target date
It is possible to define a meeting as a target date (milestone) by selecting the Use as target date option.
After clicking on Save, the following window appears.
Click on Send and link appointment to open and send the appointment in Outlook. With OK, the meeting is only created on buildagil. (The meeting can also be synchronized with Outlook afterwards).
Send Outlook appointment afterwards
Click on Send and link in the meeting.
Click on Send appointment to confirm the selection.
An Outlook appointment is now created and downloaded. Click on the downloaded file.
The meeting is now opened as an Outlook appointment, which can be customized and sent. The project title of the respective project can be seen in the invitation text.
Please note: the contact buildagil - Events must never be deleted from the recipient list in the Outlook appointment!
If the date or session duration is adjusted in Outlook, the adjustment is automatically synchronized with buildagil.
In Outlook 2016, the formatting is automatically set to "Text only", this must be changed manually to "HTML" for the links to work.
So that you do not have to enter all the information again, you have the following option to create a follow-up appointment.
Select the meeting from which a follow-up appointment is to be created and open it.
Click the Create follow-up appointment icon at the top right.
A new window will now open with the new appointment. You only need to fill in date/time or make additional entries.
The number in the session title is automatically increased by one.
After all adjustments have been made, the appointment can be created via Save.
If several follow-up appointments are to be created at once, you can proceed as follows.
Click on ... under Create follow-up appointment.
Then select the time intervals for the appointments and confirm with Next.
Then enter the number of follow-up appointments to be created and confirm with Create appointments.
All created meetings will now open in the tab. The individual meetings can be edited again here and saved with Save.
Each appointment can then be created with Outlook linked. With OK the meeting is created without a link to Outlook.
The meetings can now be displayed in the overview.
You cannot create recurring appointments in buildagil as you can in Outlook. If the appointment series are to be managed in Outlook anyway, the following procedure is recommended for recurring meetings.
First, the appointment series should be created in Outlook. This serves as a time blocker for the participants. A new meeting can then be created in buildagil as the basis for the appointment series.
The required meetings can then be created with Create follow-up appointment. The content of these meetings is still empty and only the organizer is added as a participant for the time being.
As the meeting approaches, the final participants and Meeting contents can be added. The meeting is then sent to the participants with Inform participants.
To ensure that the Tasks & topics are not mixed up during session preparation, a separate Meeting type should be used for each session series if possible.
This method makes it possible to react flexibly to changes in the content and participants of the meetings, while at the same time providing participants with a series appointment as a time blocker.
It can happen that Mac users receive appointment invitations as "winmail.dat" (in the Mac mail program) instead of as an .ics file. This file cannot be read in the Mac mail program.
This discrepancy is often due to the configuration of the sender's and recipient's mail servers.
The following solutions are possible:
Change mail format to "HTML" or "Text only
Check whether the appointment arrives correctly for a Mac user in your own company (if possible)
Try to send the appointment invitation to an Outlook account on the Mac
Check the app settings for receiving emails
Series dates
Directly to the following sections:
Create a new meeting
Send meeting date with Outlook
Create follow-up appointment
Create multiple follow-up appointments
Procedure for recurring meetings
Troubleshooting appointment invitations for the Mac mail program
The authorizations and visibility of meetings and session content are described in the following article: Authorizations & Visibilities
Create a new meeting
Click on +New in the menu under Meetings.
Or click on +New in the menu bar and then on Meeting.
Enter a title and set categories.
General: Select a meeting type, specify the meeting details such as date/time/duration of the meeting, location/company and the room.
Organization: Determine the organizer of the meeting and, if necessary, define other organizers for this meeting who can administer the meeting.
4 Participants: Select the participants (contact groups or entire teams can also be added). Excused participants are only adjusted before the meeting is held. The additional distribution list is intended for people who should receive the protocol but did not attend the meeting themselves.
Click Save when all the required information has been filled in.
Example:
Meeting as target date
It is possible to define a meeting as a target date (milestone) by selecting the Use as target date option.
Send meeting appointment with Outlook
After clicking on Save, the following window appears.
Click on Send and link appointment to open and send the appointment in Outlook. With OK, the meeting is only created on buildagil. (The meeting can also be synchronized with Outlook afterwards).
Send Outlook appointment afterwards
Click on Send and link in the meeting.
Click on Send appointment to confirm the selection.
An Outlook appointment is now created and downloaded. Click on the downloaded file.
The meeting is now opened as an Outlook appointment, which can be customized and sent. The project title of the respective project can be seen in the invitation text.
Please note: the contact buildagil - Events must never be deleted from the recipient list in the Outlook appointment!
If the date or session duration is adjusted in Outlook, the adjustment is automatically synchronized with buildagil.
In Outlook 2016, the formatting is automatically set to "Text only", this must be changed manually to "HTML" for the links to work.
Create follow-up appointment
So that you do not have to enter all the information again, you have the following option to create a follow-up appointment.
Select the meeting from which a follow-up appointment is to be created and open it.
Click the Create follow-up appointment icon at the top right.
A new window will now open with the new appointment. You only need to fill in date/time or make additional entries.
The number in the session title is automatically increased by one.
After all adjustments have been made, the appointment can be created via Save.
Create multiple follow-up appointments
If several follow-up appointments are to be created at once, you can proceed as follows.
Click on ... under Create follow-up appointment.
Then select the time intervals for the appointments and confirm with Next.
Then enter the number of follow-up appointments to be created and confirm with Create appointments.
All created meetings will now open in the tab. The individual meetings can be edited again here and saved with Save.
Each appointment can then be created with Outlook linked. With OK the meeting is created without a link to Outlook.
The meetings can now be displayed in the overview.
Procedure for recurring meetings
You cannot create recurring appointments in buildagil as you can in Outlook. If the appointment series are to be managed in Outlook anyway, the following procedure is recommended for recurring meetings.
First, the appointment series should be created in Outlook. This serves as a time blocker for the participants. A new meeting can then be created in buildagil as the basis for the appointment series.
The required meetings can then be created with Create follow-up appointment. The content of these meetings is still empty and only the organizer is added as a participant for the time being.
As the meeting approaches, the final participants and Meeting contents can be added. The meeting is then sent to the participants with Inform participants.
To ensure that the Tasks & topics are not mixed up during session preparation, a separate Meeting type should be used for each session series if possible.
This method makes it possible to react flexibly to changes in the content and participants of the meetings, while at the same time providing participants with a series appointment as a time blocker.
Troubleshooting appointment invitations for the Mac mail program
It can happen that Mac users receive appointment invitations as "winmail.dat" (in the Mac mail program) instead of as an .ics file. This file cannot be read in the Mac mail program.
This discrepancy is often due to the configuration of the sender's and recipient's mail servers.
The following solutions are possible:
Change mail format to "HTML" or "Text only
Check whether the appointment arrives correctly for a Mac user in your own company (if possible)
Try to send the appointment invitation to an Outlook account on the Mac
Check the app settings for receiving emails
Series dates
Updated on: 15/11/2024