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Dennis CaisseDennis Caisse 

schedule meeting with group

How to schedule meeting with group
Cesar TicasCesar Ticas
Hello Dennis,

Sounds like you are asking about Cloud Scheduling?

Setting Up Cloud Scheduler

Available in: Group, Professional, Enterprise, Unlimited, Contact Manager, and Developer Editions

User Permissions Needed
To customize page layouts and activity settings: “Customize Application”

The New Meeting Request button is enabled by default on page layouts, which lets your users use Cloud Scheduler to request meetings with customers. If enabled, the button displays on the Open Activities related list on the detail pages of contacts, leads, and person accounts.

Use the following methods alone or in combination to control whether the New Meeting Request button displays on detail page layouts. Note that the button is also available in the Calendar section on the Home tab when the Requested Meetings subtab is enabled, and isn't affected by these add or remove actions.

Cloud Scheduler Quick Setup

To add or remove the New Meeting Request button on multiple page layouts:
  1. Click Your Name | Setup | Customize | Activities | Cloud Scheduler.
  2. If you're adding the button and the new user interface theme isn't already enabled, you must enable it from Your Name | Setup | Customize | User Interface.
  3. Click Add Button to add the New Meeting Request button to the Open Activities related list on all eligible page layouts. Eligible layouts have fewer than four buttons in the Open Activities related list (to prevent unintended crowding). Click Remove Button to remove the button from all current page layouts.
Note
If you want finer control over whether the button displays on individual page layouts, consider using the manual setup method instead of or in combination with the quick method.

Cloud Scheduler Manual Setup

To add or remove the New Meeting Request button on individual page layouts:
  1. If you're adding the button and the new user interface theme isn't already enabled, you must enable it from Your Name | Setup | Customize | User Interface. See Customizing User Interface Settings.

    Users can't request meetings with customers if the new user interface theme is disabled.

  2. Add or remove the New Meeting Request button to the Open Activities related list on the page layouts you want.
    • Contacts
    • Leads
    • Person Accounts (if enabled)

      For users to request a meeting with a person account, you also need to add the Email field to the page layout, which is located at Your Name | Setup | Customize | Accounts | Person Accounts | Page Layouts.

    See Customizing Related Lists for detailed instructions.

Note
If you have multiple page layouts and want to affect all or most of them, consider using the quick setup method instead of or in combination with the manual method.

Cloud Scheduler Optional Settings

You can optionally enable these settings to make Cloud Scheduler even more useful to your users.

User Permission Requirements

Users must have the “Send Email” and “Edit Events” permissions to request meetings. These permissions are automatically selected in most standard profiles.

If users don't have the required permissions, they:
  • Won't see the New Meeting Request button on the Open Activities related list
  • Can't edit, reschedule, or cancel requested meetings

Field-Level Security Requirements

In most cases, you don't need to change field-level security settings to allow users to request meetings. However, if your organization has changed the default field-level security settings for certain profiles, refer to the following table to make sure those changes don't prevent users from requesting meetings.

Note
In permission sets and the enhanced profile user interface, the setting labels differ from those in the original profile user interface and in field-level security pages for customizing fields.
Object Field Required Field-Level Security Settings Description
Permission Sets and Enhanced Profile User Interface Original Profile User Interface and Customize Field Pages
Event Name Read and Edit Visible (with Read-Only not selected) If this field isn't readable, the New Meeting Request button doesn't display on the Open Activities related list, and an “insufficient privileges” message displays when trying to change (confirm or reschedule) or view a requested meeting.

If this field is readable but not editable, the New Meeting Request button doesn't display on the Open Activities related list, and requested meetings open as read-only (preventing users from confirming or rescheduling the meeting).

Description Read Visible By default, when a requested meeting is confirmed, the last message sent from the meeting organizer displays in the Description field for the new event.

However, if field-level security for the Description field isn't readable, then the last message doesn't display in the Description field even if field-level security is later set to readable.