How to use Meeting Manager

Meeting Manager helps you create and manage recurring meetings that follow your school’s schedule. You can invite people, reserve rooms or resources, check for conflicts, and keep the meeting series synced to connected calendars.

Open Meeting Manager

1. Go to the User Portal.
2. Select My Recurring Meetings.

If you do not see My Recurring Meetings, you may not have Meeting Manager access. Ask your SchoolCal administrator to update your User Portal permissions.

View your meetings

The My Recurring Meetings page shows your meeting series. You can:

• Search for a meeting.
• View upcoming or past meetings.
• Filter by calendar, block, or rotation day.
• Open a meeting to review or edit it.

Create a meeting

1. Select New meeting.
2. Enter the meeting title.
3. Choose the meeting calendar and organizer, if prompted.
4. Choose whether to invite people, reserve resources, or both.
5. Set the schedule.

Meeting Manager can schedule meetings by:

• Block
• Block and rotation day
• Rotation day and time

6. Add attendees, if needed.
7. Add rooms or resources, if needed.
8. Add a description and choose meeting details such as color, visibility, availability, and reminders.
9. Review the proposed occurrences. You may disable occurrences that are not needed.
10. Select Create recurring meeting.
11. You may choose to sync the meeting - any changes made to the meetings will be reverted if there is a schedule change or not sync if, for example, you use the meeting occurrences to invite additional people or take notes.

After the meeting is created, SchoolCal syncs it to the connected calendar and sends a single email for the series to the invitees to Accept or Decline.

Check availability and conflicts

When you add people or resources, Meeting Manager may show availability information.

• Attendee availability helps you see whether invited people may have conflicts.
• Resource availability helps you see whether rooms or shared resources are already booked.
• Conflict counts show how many meeting occurrences overlap with another booking.

You can still review the meeting before saving so you can adjust the schedule, people, or resources if needed.

Edit a meeting

1. Open My Recurring Meetings.
2. Select the meeting series you want to change.
3. Update the meeting details, schedule, attendees, or resources.
4. Review the updated occurrences.
5. Select Update meeting.

Changes apply to the meeting series and sync back to the connected calendar.

Delete a meeting

1. Open the meeting series.
2. Select Delete meeting or Delete series, depending on the option shown.
3. Confirm the deletion.

Deleting a series removes the recurring meeting from SchoolCal and attempts to clean it up from the connected calendar.

Respond to a Meeting Manager invitation

If you receive a Meeting Manager invitation, use the response link in the invitation to accept or decline. Once your response is recorded, the organizer can see whether you accepted or declined the meeting series.

If the response link was already used, expired, or does not work, ask the organizer to send a new invitation.