If you’ve received an email containing the link to this page, then you have been invited to a meeting. The email should tell you the meeting subject, a short description and the participants of the meeting.

Meetings at K&R are scheduled using our Styx Scheduling Assistant. This email was sent so that Styx can gather information about when all participants are available, and automatically schedule the meeting at the best time.

This information is gathered by sending you a link to an interactive calendar where you can mark your available times, and send the result back to Styx. Once the other participants have done the same, Styx will schedule the meeting.

If you open the link in the email, you should arrive at a webpage with a calendar. Below is an example.

 

If the meeting host proposed a time, you should see a purple area in the calendar. You can choose a time outside this area if you wish.

If you and other participants have events scheduled in their Outlook calendars, you will see grey areas in the calendar. You can use this information to select a time when nobody is busy.

If another participant has responded to this particular meeting request, it will show a green area on the calendar where they indicated they are available.

On this page you can fill in time slots of when you are available.

You can respond with times outside this proposed time, it is just a guide.

There are two views available for the calendar, ‘Week’ and ‘Month’. The ‘Week’ view is activated by default, but you can switch between the views using the button on top of the calendar.

There are three ways in which you can add an available time.

• Dragging a timeslot in the ‘Week’ view.
  Once you’ve switched to the ‘Week’ view, you can drag a time on a day to mark an available time.
  

• Dragging across multiple days on the ‘Month’ view.
  You can drag across multiple days to mark a time you are available for multiple days. A window will then pop up allowing you to adjust the time. For example if you are available every afternoon between 16:00 and 18:00 then you can drag across multiple days and adjust the time in the popup window.
  
• Double clicking on a day in ‘Month’ view.
  To just mark an available timeslot on one day, you can double click on that day in the ‘Month’ view and fill in the time as before.

All the above options result in green boxes on the calendar which can be double clicked to edit or delete them.

Once you have filled in your available times in the calendar, you can click the ‘Send Response’ button at the top of the window.

The information you gave will then be sent to the server. The server will compare all the information it received from all the participants. If it finds a time when all participants are available, it will schedule a meeting and send everyone an invitation.

If the server can’t find a time when everybody is available, then it will ask the host what to do next. The host can choose to retry, allowing all participants to change their available times, or cancel the meeting.