Smart Schedular - Meeting Rooms

Smart Scheduler helps you find a suitable meeting time by checking when your attendees are available. Instead of manually checking each person’s calendar, you can easily compare schedules, select the best time, and update the meeting with less effort.

Smart Booking for Meeting Rooms is available from the Meeting Rooms page in Clearooms.

How to access Smart Scheduler

1. Go to the Meeting Rooms page.
2. Click Create Meeting.
3. Open the Smart Scheduler dropdown.
4. Add your attendees.
5. Smart Scheduler will then show their availability so you can choose the best meeting time.

How Smart Scheduler works

Once attendees have been added, Smart Scheduler displays their calendar availability and helps you identify a time when everyone is free. Guests can also be added when creating the meeting.

Availability is shown using colour indicators:

• Green = Free
• Red = Busy
• Yellow = Tentative
• Grey = Unknown

If an attendee is busy, Smart Scheduler will show their busy times so you can avoid conflicts.

When you select a new time in Smart Scheduler, the meeting will automatically update to the selected time.

Smart Scheduler options

Smart Scheduler includes a Settings box with the following options:

• Ignore tentative
  Excludes tentative events when looking for available time slots.

• Prioritise organiser
  Gives priority to the organiser’s availability when suggesting times.

• Avoid lunch hours
  Helps avoid scheduling meetings during lunch periods 

There is also an option to:

• Minimise attendee calendar availability
  This reduces the amount of attendee calendar detail shown on screen.

• Refresh availability
  Refreshes the calendar data to show the most up-to-date attendee availability.

• Expand or collapse the Smart Scheduler dropdown
  Lets users show or hide the scheduler as needed while creating the meeting.