Living in a busy world where it’s hard to find the most suitable time to conduct a meeting with every member of your team present is a big Challenge. CrossNetMeet app is specially designed to help you schedule your meetings while putting every member’s availability into consideration.
As a meeting attendee, you get a couple of options such as: allowing the app to access your Google calendar with your permission, Changing the meeting date if you are not comfortable with it, Confirm the meeting date if you are okay with it, adding the event to your calendar so that you do not forget or Choose someone who can stand in for you if you are not in a position to attend the meeting.
Summary of FlowChart Meeting Creation
1. Enter the name of the meeting and description of the meeting.
2. Select timezone
3. Location(virtual or physical) if virtual choose meeting platform (zoom, meets skype, skype business) if physical,enter a location
4. Enter participant emails
5. Enter the proposed date or automatically choose a date.
6. Key in the frequency of the meeting. (these are the options -> does not repeat, repeats daily, repeats weekly, repeats monthly, repeats yearly)
7. Key in Reminders for upcoming meetings as per the following options: None, 1 day before the meeting, and 30 minutes prior to the meeting, 10 mins, Other.
8. If creating an instant meeting, the meeting gets created on the fly. Meeting details are sent to the coordinator. There is a follow-up email to update if they are attending or not.
9. On coordinated meeting mode: Set the confirmation reminder options with the following options: None, Hourly, 2 hrs, 3 hours, 5 hrs, 1 day, 3 days, 1 week, Other.
10. Set the meeting attendance criteria as per None, Default 60%, 70%, 80%, 90%, Other.
11. System accesses individual calendars and searches for the next available slot (this is done by sending emails to attendees to request access to their calendar in the back end).
12. If the date is convenient and the attendance percentage is met. i.e (None, Default, 60%, 70%, 80%, 90%, Other), the meeting date is created successfully and details are sent back
to the coordinator.
13. If the date is not convenient, an alternate date is found or another attendee added. The system then accesses the calendar, checks the next available date and an email is sent to all the attendees to confirm the new date. The attendees reply with yes or no which is then updated with a status of Confirmed or Pending on the application.
14. If more than Default 60%, 70%, 80%, 90%, Other of the attendees confirm, the meeting is created successfully and details send back to the coordinator and emailed to attendees as well.
15. Afterwards the meeting is kept in the system as history up to a period of one year, from which afterward it is archived.
