scheduling

FindTime is a Microsoft Outlook add-in for scheduling meetings. The organizer can send multiple meeting time options through FindTime and minimize the back and forth emails in scheduling meetings.

  • FindTime helps you to pinpoint times to meet by looking at available free/busy data for your attendees. This data is collected through the calendar part of Microsoft Outlook.
  • Users may create a poll where attendees can vote on the times you suggest
  • Requested attendees can suggest a new meeting time and vote on current proposed times
  • FindTime automatically sends out the meeting invite, by email, on your behalf once requested attendees reach a consensus meeting time

Where can I access FindTime?

Users can access the Microsoft FindTime Meeting Poll feature on Microsoft Outlook 2013, Outlook 2016 for Windows 10 and Apple macOS, Outlook 2019, and Outlook on the web. In addition, requested attendees can receive and reply to FindTime invites from any email provider. Below is the FindTime add-on icon. Clicking on the icon will start a FindTime Meeting invite.

FindTime Meeting Poll Icon

Windows
  1. Compose a new email or reply to an existing email
  2. List people required for the meeting in To: and optional participants in Cc:
  3. Click the “New Meeting Poll” icon in the Message tab of the ribbon bar
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macOS
  1. Compose a new email or reply to an existing email
  2. List people required for the meeting in To: and optional participants in Cc:
  3. Click the “New Meeting Poll” icon in the Message tab of the ribbon bar
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Outlook on the web
  1. Login to the FDU Office 365 portal
  1. Compose a new email or reply to an existing email
  2. List people required for the meeting in To: and optional participants in Cc:
  3. Click the FindTime Meeting Poll icon, found at the bottom of your compose or reply email

NOTE:

Select the ••• menu option if the FindTime icon is not visible at the bottom of your email.

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How to create a FindTime poll
  1. Create a new email or select an email to reply to
  2. List people required for the meeting in To: and optional partners in Cc:
  3. Click the FindTime Meeting Poll icon within Outlook or Outlook on the web to begin a FindTime invite
  4. Set the meeting settings:
  • Duration: Select a duration from the list
    • Select 8 hours for a full-day meeting
    • Select Custom in the time dropdown menu to set your own time The maximum duration is 23 hours 59 minutes
  • Work Hours: Check to limit suggested meeting times to work days and hours only
  • Time Zone: Select the time zone dropdown menu to change the time zone for the meeting
  1. FindTime looks through the attendees’ schedules (if available) and suggests suitable meeting times

NOTE:

Calendars that are not associated with a Microsoft 365 account are not supported.

Use the links to sort the meeting options.

FindTime dates Availability and Time options.
  • Availability: Lists the best options (times when all required meeting participants are free) first. Factors used to determine the best options include how many attendees are free, how many required vs. optional attendees are free, whether conflicted attendees have tentative or busy commitments on their calendar
  • Time: Lists the options chronologically

NOTE:

You can scroll through the days and months using the arrows. Available days are underlined in green. Darker green indicates days with the most options and lighter green and red indicate the most conflicts. Weekend days are marked available if Work Hours is not selected.

  • The people icons show whether meeting participants are required, and their availability.
People icons key
  • Options:
    • Underlined: Required
    • Green: Available
    • Yellow: May be busy
    • Red: Busy
    • Gray: Unknown
  • You can use the icons to access more information
    • Click the user icon, which can be seen with a small clock icon attached to it to open the attendee’s status tray
    • Hover over each person icon or to view their availability information
    • Click the calendar icon under the user icon to view your calendar
  1. Choose a few suitable meeting times
    • The time box changes to blue when selected
    • You can select a maximum of 20 times
Selected meeting options
  1. Click Next
  2. Enter the meeting location
    • Online meetings are enabled by default. Click the Online Meeting check box to disable it
A screenshot of the New meeting poll pane

When Online Meeting is selected, FindTime will schedule a Skype for Business or Microsoft Teams meeting. FindTime will use whichever has been set by your organization as the default online meeting channel.

NOTE:

If you saved a Skype for Business setting in your dashboard, FindTime will use that instead of Microsoft Teams. If you want to use Microsoft Teams, delete the Skype for Business setting in your dashboard.

  1. Set Poll settings and toggle the ON/OFF options.
    • Notify me about poll updates: You’ll receive an email each time an attendee votes. The message includes the current poll status and an option to schedule.
    • Schedule when attendees reach consensus: A calendar event is automatically scheduled if all required attendees have voted in favor of a specific time option. If multiple options are available, the earliest option will be scheduled.
    • Hold selected times on my calendar: A tentative event is placed on your calendar for each time option you propose. All holds are removed when a poll is scheduled or canceled.

NOTE:

You can still delete selected meeting times at this point by selecting X in the Selected times’ list.

  1. Click Insert to Email
  2. FindTime inserts the suggested meeting times into your email. Click Edit Options to change the meeting settings, if necessary

NOTE:

If you make changes and reinsert the meeting times, you need to delete the original invite manually.

  1. Click Send to send the meeting invites and start the voting process
  2. You will receive a direct link to the voting page for your meeting

Management of past and future FindTime (Meeting Polls) requests can be viewed at the following web portal; use your FDU NetID credentials to login.

Refer to the Microsoft document “How to create a FindTime poll” from Microsoft Support for the most up-to-date steps and explanation of settings.

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For further details, please view the links below:

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  1. Visit the FDU Office 365 Portal using any web browser
  1. Sign in to the FDU Single-Sign-On (SSO) page using your FDU NetID credentials
  1. In the upper left corner, click the dotted square and select All Apps
  1. In the All Apps menu, choose Bookings
  1. Microsoft Bookings will open. Click the Get it Now button to begin
  1. The next page will ask for two pieces of information: Business name and Business type. Enter your Department name or your First and Last Name. Click Continue

Note

Designating a Business Type is not required to be able to Continue.

  1. Once your Bookings page loads, the first section you should complete is Business Information. Click  Business Information in the left menu
  1. On the Business Information page, you can enter your business or department address, other contact information, upload a business logo, and set up your business hours
  1. Next, set up your service offerings. Click Services from the left menu

Note

By default, Microsoft Bookings will add a service called “Initial Consult.” You can click the pencil next to this service and make it your own, OR you can add a new service by clicking Add a service at the top of the screen.

  1. Once you’re on the service-editing page, enter your service details, including name, description, and location. When you start typing an address in the default location, suggested locations will populate. Below are explanations for the other fields on the service-editing screen:
    • Duration: You can enter how long you want the duration to last in days, hours, minutes, and set a buffer time when customers cannot book.
    • Reminders: You can have the system send customers email reminders before their scheduled appointment. Click the pencil to edit the text. 
    • Leave Publishing options checked.
    • Online Scheduling Options: This is where you can manage the settings for when customers can book services.
      • You can choose to use the default scheduling policy by leaving the option checked, OR
      • You can manage the settings for your scheduling policy by unchecking the option.  If you choose this option, we recommend setting the Minimum lead time to 24 and the maximum lead time to 30 days.
    • Don’t forget to click Save at the top of the Service details page
  1. Next, click Staff from the left menu. Click the pencil next to your name to edit your information. Also, you may add any staff or faculty members in your department by clicking the + Add staff button
  1. On this page, you can add information about yourself, including your office or department phone number and whether to receive email notifications (we recommend keeping this option checked).  Click Save when finished
  1. Next, select Booking page from the left navigation pane.
    • Booking page Status: Since this is the first time you are setting up your Bookings page, your status is set to Not published. Once you finish customizing your page and clicking Save, the status will change to Published. 
    • Customer data usage consent (optional):  Where you can customize a message for your visitors to consent to your site collecting their personal data. 
    • Scheduling Policy: Where you can set site-wide scheduling policies. We recommend the following settings: 
      • Minimum lead time: 24
      • Maximum lead time: 30
    • Email Notifications: Notifies you when an appointment is made. 
    • Staff: You can allow customers to choose who they want to meet with. However, you can uncheck this option if you do not have any staff.
    • Customize your page: Choose a color theme for your bookings page.
    • Lastly, click Save and Publish
  1. Once you click Save and publish, your Bookings site is now live! You can view your published page by clicking Open published page and share your page with others by copying the link

If you have any questions about setting up a Bookings page, please submit a Help Desk ticket by clicking the “Support” button on the top of it.fdu.edu or by calling UTAC at (973)-443-8822

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Video Production Services (on campus)

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Requirements

When scheduling a video production on Campus it is important to provide a detailed description of what is expected, and what is most important. This will allow the videographer to anticipate any issues depending upon the location on campus.

One Camera Production or Two Camera Production

While almost all video recordings can be produced with one camera, there are certain events where two cameras would be preferable. For example, a panel discussion where there are several participants a two-camera production would reduce the amount of panning and zooming which can prove distracting and annoying, particularly if the presentation is of significant length. The same is also true for multi-person interview style events. For examples please visit the FDU YouTube Channel.

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