How do I customize the date range for time sensitive meetings?


Traditionally when you schedule a meeting outside of Zoom.ai there tends to be back and forth emails with the meeting creator and the attendees to find a time that works for everyone. The power of the Zoom.ai Meeting Scheduling is that we take care of finding the best time for you (while you focus on more important things... like all that other work you need to get done!).

When you make a meeting request you are not required to specify a time / date range, unless their are time restrictions when the meeting has to happen. For example, if you need to meet to make a decision  before taking your next course of action, and there are business timelines guiding the meeting. This is actually one of the hardest things about scheduling a meeting with a bunch of internal stakeholders and external clients who are all busy. Luckily, Zoom.ai is built to find the best time within your required time range (while always syncing with your calendar for real-time availability). 

The Date Range option allows users to limit the date range offered to invitees. For example if "3 weeks" is set, invitees will only be shown the next 3 weeks of your calendar availability (on the meeting acceptance page) - and will not be able to book a time past that date range. 

This is particularly useful if your meeting is time sensitive - and needs to happen in the immediate future. If your meeting is NOT time sensitive we recommend setting a longer date range to help ensure everyone can find a mutual time to meet; especially if your scheduling a meeting with a group of busy stakeholders



Setting a Default Date Range 


By default the date range for all meetings is 3 weeks. This default date range however can also be customized for each Meeting type, so that you can easily create different meeting types with different date ranges. For example you can create a meeting type with a "this week" date range for scheduling candidate interviews (to ensure your candidate schedules a time this week), and a meeting type with "next 3 weeks" for scheduling meetings with busy sales prospects. 

When used with your Personal Scheduling Link the Date Range is always a rolling range. For example if you set the "Next 3 weeks" then we will offer your invitee 3 weeks from when an invitee clicks on your link to find a time. 

To customize the default date range:

Simply open your Meeting Type (or create a new one) and under "Availability" update the Date Range using the drop down menu.  

Date Range works in conjunction with the other availability options - such as Availability Window and Lead Time - to allow you complete control over how your availability is offered to your meeting invitees. Learn More


Customizing the Time Range per meeting


If needed the default  Date Range and Availability Window set at the Meeting type can also be overridden for individual meetings created using the web scheduler.  From the "Time Frame" section (on the Details tab) select your required time and date range for the meeting and Zoom.ai will automatically find the best time that works for all attendees. 

For date range you can select the specific dates that this particular meeting should occur between (e.g Jan 27 - Feb 21), or use one of the quick select options such as "Tomorrow", Next Week or "This month".

For hourly range (e.g. availability window) you can select the specific hours that this meeting should occur between (e.g 10:00am - 3:30pm).

Learn more about Scheduling Meetings



Specifying a Time Frame - In Chat

If needed the default Date Range and Availability Window set at the Meeting type can also be overridden for individual meetings created using chat  (such as Slack or MSTeams) .  

To specify a specific time range in chatjust let your assistant know what time range:

  • Specify the time frame during which the meeting can occur by typing in a new date range [Oct 10 - Nov 10] - e.g. "Meet with Rachel, Emily and Joel between October 7th - 15th"
  • You can specify [next week] or [next month] or [tomorrow] -eg. "Meet with Jeff and Michal tomorrow"
  • You can also specify an end time by saying before [before May 1st]
  • TIP! Lengthen the time frame to increase the chances of finding a time that works for everyone

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