Creating Meetings

• Creating a New Meeting
• Scheduling a Follow-Up Appointment
• Creating Multiple Follow-Up Appointments

Creating a New Meeting

A new meeting can be created directly within the project under "Meetings" or via the menu navigation. In the meeting creation form, you can now enter general meeting information, specify the organization, add participants, and edit the options. For more information on the general flow of a meeting, see the following article: Meeting Overview.

The following information can be entered in the session creation form:

1. Here, you can enter a title and select the categories for the meeting. Categories are used for thematic classification and filtering.
2. In the general information section, select a Meeting type and specify the date, time, duration of the meeting, location, and room. The meeting type is used to categorize the meeting (e.g., planning meeting) and determines which agenda items and minutes templates are used.
3. Under "Organization," the Meeting Organizer and, if necessary, additional organizers are defined. People listed here can administer the meeting and edit meeting information.
4. Under "Participants," select the participants at the meeting. Those who are excused are added shortly before the meeting begins so that the attendance list can be maintained. The additional distribution list is used for people who should receive the final protocol for information purposes but are not attending the meeting. Contact groups or entire teams can be used to quickly select participants.
5. The meeting can be defined as Target Date (Milestone) and thus appears as a milestone in the Task planning.

The following article describes how the visibility and permissions for meetings and meeting content can be set when creating them or adjusted later: Visibility & Permissions for Meetings & Protocols.

The following image shows a completed sample session.

After saving, the meeting can be linked to Outlook or another calendar program. For more information on linking the appointment to Outlook, see the following article: Sending Meetings with Outlook.

Schedule a meeting, create an agenda, set up a meeting

Scheduling a Follow-Up Appointment

By creating a follow-up meeting, existing meeting information—such as the title, categories, meeting type, participants, etc.—can be carried over, saving time and ensuring continuity of content. To do this, open the meeting from which you want to create a follow-up meeting. Then, select the role from the options.

For the new meeting date, you only need to add or adjust the date and time. The numbering in the meeting title will continue automatically.

Creating Multiple Follow-Up Appointments

You can also create multiple follow-up appointments at the same time. To do this, open the follow-up appointment options in the session options. There, you can specify both the desired time interval and the number of follow-up appointments. Up to 10 follow-up appointments can be created at once.

After creating them, all appointments will open in the window navigation pane. Individual meetings can be edited there as needed. Each appointment can then be marked as Linked to Outlook.

Scheduled appointments, follow-up dates

Recurring event review, calendar blocker, content variations, recurring event series, Outlook series, recurring event management

Updated on: 10/07/2026