FindTime organizer dashboard

The FindTime organizer dashboard allows meeting organizers to manage their invites and set defaults for new invites.

Accessing the organizer dashboard

There are two ways to access your organizer dashboard:

Managing invites in the organizer dashboard

All your FindTime invites display in the dashboard.

Open invites display by default. Go to Completed or Cancelled to access prior invites.

Meetings Dashboard

Invites have 4 possible states:

  • Open : A current invite that is still available for voting.

  • Completed : An invite that has been scheduled.

  • Cancelled : An invite that you have cancelled.

  • Deleted: Deleted invites are not available in the dashboard. These are invites that either you have deleted or FindTime has deleted because they were not sent. 

FindTime stores invite data for 90 days and deletes the data as follows

  • Completed:  90 days after the meeting.

  • Cancelled: 90 days after cancellation.

  • Open: 90 days after the latest time suggestion.

Editing invites in the organizer dashboard

To edit an open invite:

  1. Select Edit.

  2. Change the details.

    Edit invite dialog

    Note: If you select a duration that is longer than previously, invitees may not be available for the extended duration and existing votes may no longer be reliable.

Cancelling invites in the organizer dashboard

To cancel an open invite:

  • Select Cancel next to the corresponding invite in the Open tab.

When you cancel an invite activity is suspended:

  • The meeting can no longer be scheduled, either manually or by auto scheduling.

  • Voting is no longer available, but the voting page can still be viewed. Actions are grayed out and unavailable.

If you don't want your invitees to access the voting page, delete the invite in the Cancelled tab.

Deleting invites in the organizer dashboard

You can delete completed or cancelled invites.

To delete a completed invite:

  1. Go to the Completed tab.

  2. Select Delete.

    Deleting meetings

To delete a cancelled invite:

  1. Go to the Cancelled tab.

  2. Select Delete.

    Delete cancelled invite

Organizer settings

Your organizer settings are applied by default to all invite you create. Changes to your settings only apply to future invites. Current invites are not affected.

To access your organizer settings:

  • Select Settings icon above the list of invites.

To edit your settings:

  • Enter new value or make different selections in Settings

    Dashboard organizer settings

    • Display settings

      • Name : Your display name. This is used on the invite, voting page, and notifications.

      • Default time zone : The time zone used for invites and meeting suggestions.

    • Skype settings : Your Skype settings.

    • Delete your account and polls

      • Select Delete All to delete your FindTime account and all your data. Everything—all open, cancelled and completed invites—will be deleted.

        Note: This action is irreversible and your data cannot be retrieved. Use it only in exceptional circumstances, for example when changing job roles. 

    • Invitation settings : These are used by default when scheduling meetings.

      • Send notification emails: You will receive email notifications when invitees vote.

      • Auto-schedule meetings: The meeting will be scheduled automatically in your calendar when all required invitees have voted Yes for a meeting option.

      • Tentative holds: Adds a tentative appointment to your calendar for each meeting option suggested in the invite. Holds are removed when the meeting is scheduled or voting is cancelled.

    • Suggestion settings: These are used by default when scheduling meetings. Your working days and hours are automatically retrieved from Exchange. If they are not available, they default to Monday to Friday, 8 am to 5 pm.

Adding Microsoft Teams settings

If your organization uses Microsoft Teams, you don't need to add any settings to set up online meetings.

Note: If you saved Skype for Business settings in your dashboard, FindTime will use those settings instead of Microsoft Teams. If you want to use Microsoft Teams, delete the Skype for Business settings in your dashboard.

Adding Skype for Business settings

If you've set up a Skype for Business bridge (dedicated meeting space) in your Office 365 business account  you can add the bridge details and they will be applied to all online Skype for Business meetings scheduled in FindTime.

FindTime automatically tries to retrieve relevant information from Skype for Business, but you may need to add it manually.

To find your Skype for Business dedicated meeting space details:

  1. Create a draft Skype for Business meeting in Outlook.

  2. Copy the information that is inserted automatically. You need

    • Web URL (copy the Join Skype Meeting URL).

    • phone numbers

    • Conference ID.

      Skype settings in Outlook

To add your Skype for Business details in your organizer settings:

  1. Select Settings gear icon  to open the Settings window.

  2. Under Skype settings, select Add.

  3. Enter the information you copied in Outlook into Web url, Phone numbers and Conference id. You can add multiple phone numbers by selecting Add.

    Adding Skype settings

    Note: If you need to change your default settings, do so here (not in Outlook).

  4. Select Done.

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