Managing Booked Meetings
Learn how to manage meetings awaiting approval on the Calendar
When someone schedules a meeting through your Booking Link, it appears as a Booked Meeting on your Calendar. These events ensure that you retain control over your schedule, as they require your approval before being finalized. This guide will explain how to review, approve, and manage these meetings effectively.
Managing Booked Meetings
What Are Booked Meetings?
A Booked Meeting is a session or consultation requested by a student or parent via your Booking Link. These events are added to your Calendar as pending requests and must be approved, edited, or declined before they become active.
Where to Find Booked Meetings
All Booked Meetings are visible on your Calendar and in the Event Requests tab.
On the Calendar: Pending events appear directly in the time slot requested, marked as "tentative".
Event Requests Tab: Access all pending bookings in one place by navigating to the sidebar and selecting Event Requests.
How to Manage Booked Meetings
Reviewing Booked Meetings
Locate the meeting on your Calendar or open the Event Requests tab.
Click on the meeting to review its details, including:
• Requested time and duration.
• Notes added by the requester.
• Attendees (students, parents, tutors).
Approving or Declining the Meeting
To Approve:
• Open the meeting request by clicking "Accept"
• Add any missing details, such as the location or meeting platform
• Change the Event Type (e.g., Session, Consultation) at the bottom
• Click "Update" to finalize the bookingTo Decline:
• Click Decline on the request.
• Optionally, include a note explaining why the meeting couldn’t be accommodated.
What Happens After Approval?
Once you approve a Booked Meeting:
The event becomes active on the Calendar of all participants.
Notifications are sent to attendees based on the configured settings.
Best Practices
Respond Promptly: Approve or decline meeting requests as soon as possible to maintain a smooth scheduling experience.
Verify Details: Ensure that all event details (e.g., time, attendees, and platform) are accurate before approval.
Communicate with Requesters: Use notes to clarify any changes or suggest alternative times if you need to decline a meeting.
Next Steps
Managing Booked Meetings allows you to maintain control over your schedule while offering convenience to students and parents. For more tips on handling requests, check out our guides on Booking Links and Event Requests.
