Creating meetings

• Creating a new meeting
• Creating a follow-up appointment
• Create multiple follow-up appointments

Create a new meeting

A new meeting can be created directly in the project under meetings or via the menu navigation. In the session creation form, you can now enter the general session information, define the organization, add the participants and edit the options. Further information on the general process of a meeting can be found in the following article: Overview of meetings.

The following information can be filled out in the session creation form:

1. A title can be entered here and the categories for the meeting can be selected. The categories Categories are used for thematic categorization and filtering.
2. A Meeting type is selected in the general information and the date, time, duration of the meeting, location and room are specified. The meeting type is used to classify the meeting (e.g. Planner meeting) and controls stored agenda items and minutes templates.
3. The Meeting organizer and, if necessary, other organizers are defined under Organization. Persons who are entered here can administer the meeting and edit meeting information.
4. The participants of the meeting are selected under Participants. Excused participants are only added shortly before the execution in order to keep the attendance list. The additional distribution list is used for people who are to receive the final protocol for information purposes but do not attend the meeting. Contact groups or entire teams can be used to quickly select participants.
5. The meeting can be defined as a target date (milestone) and thus appears as a milestone in the Task planning.

The following article describes how the visibility & permissions of meetings and session content can be affected during creation or adjusted afterwards: Visibilities & authorizations of meetings & protocols.

The following image shows a completed example session.

After saving, the session appointment can be linked to Outlook or another calendar program. You can find more information on linking the appointment to Outlook in the following article: Sending meetings with Outlook.

Create meeting, create agenda, create meeting

Create a follow-up appointment

By creating a follow-up appointment, existing meeting information such as title, categories, meeting type, participants, etc. Can be transferred, saving time and ensuring continuity of content. To do this, open the meeting from which a follow-up appointment is to be derived. The role is then selected in the options.

Only the date and time need to be added or adjusted in the new meeting date. The numbering in the session title is continued automatically.

Create multiple follow-up appointments

Several follow-up appointments can also be created at the same time. To do this, open the follow-up appointment options in the session options. Both the desired time interval and the number of follow-up appointments can be defined there. A maximum of 10 follow-up appointments can be created at once.

Once created, all appointments open in the window navigation. The individual meetings can be edited there again if necessary. Each appointment can then be deleted with Outlook linked.

Series dates, follow-up dates

Series meeting, calendar blocker, content variants, participation series, Outlook series, series management

Updated on: 26/09/2025