With the Outlook add-in, you can schedule 24sessions meetings straight from your Outlook calendar. This makes it an easy and fast way to create a 24sessions meeting. No need to navigate all the way to 24sessions to create the meeting, simply create a calendar event, apply the 24sessions settings and your meeting is all set.
This article covers
- Connecting your 24sessions account
- Creating a meeting through the add-in
- Updating the meeting when any changes happen
- Cancelling a meeting
Connecting your 24sessions account
Step 1: When the Outlook add-in is installed, you are able to find 24sessions in the top bar when making a new calendar event as shown in the gif below. Click on that to open the 24sessions menu.
Step 2: From there, connect your account by clicking the button "Connect your account".
Step 3: Log in to 24sessions in the window that pops up. That's it! You're all set to start planning meetings straight from the Outlook calendar.
Creating a meeting from the Outlook add-in
When you are all set up, you are now able to create a 24sessions meeting from Outlook.
Step 1: From creating a calendar event, go to More options and then go to the 24sessions add-in menu.
Step 2: First fill in the attendee and the date and time.
Step 3: Select for whom you want to schedule (me or someone else). Then, simply select the type of meeting you want to schedule.
Step 4: When you have selected the type of meeting you want to schedule, click Create meeting and the calendar event will automatically fill with a meeting with the right 24sessions link, both for the user and for the guest.
Step 5: All that's left to do now is to simply send the invitation and that's it! You've created a 24sessions meeting from Outlook.
You can easily enter the meeting by just clicking the link in the invite, no need to go to the 24sessions dashboard. Also, there won’t be any emails that will be sent from 24sessions, only from Outlook. Outlook sends both the invite and a reminder. Also, the join link for the user might look slightly different than what you are used to seeing, but no worries: this link will still work!
You can also see the meeting in your 24sessions overview. It is labelled by the outlook icon and the guest will always be called “Outlook guest” in the 24sessions interface. The overview will also show you added as a guest, together with the actual guest. This means you yourself are also added as a guest, and you will receive an email after the call, which the guest also receives to leave a review for the call. Leave it to the guest to fill out the review and do not fill out this email yourself.
Finally, it's good to know that if you have the Outlook calendar linked to your 24sessions account in the availability section, the meetings you plan via the Outlook calendar will show up twice in your calendar. This is because the calendar connection will create a meeting in your calendar because it sees a new meeting in 24sessions.
Editing a meeting
Sometimes, something may come up and you need to reschedule or change something about the meeting. It's very important you make sure this change is also reflected in the 24sessions meeting. This does not happen automatically, but can be easily done through the add-in, no need to go to your 24sessions dashboard.
You can adjust the date and time of a conversation and you can add a guest, but you cannot assign the conversation to someone else.
To edit your meeting, simply navigate to the calendar event you have set up, edit the things you need to edit, like the date, and open the 24sessions add-in menu.
From there, click Update information and the 24sessions meeting will automatically be updated with the right time and guests.
Good to know that the link will remain available for 3 months. So, you can only change the date to a date earlier than 3 months after the initial date the meeting was set at.
Cancelling a meeting
When cancelling a meeting, it is important to do it in the right order. First, delete the appointment in the 24sessions menu and only then the appointment in Outlook. You can delete the appointment in Outlook by clicking "delete" in the 24sessions add-in menu.