About MeetingMaker on the Web

MeetingMaker on the Web is very similar to using the MeetingMaker Client. The information in this website contains screenshots of the web version and shows how do to the same things you would do in the Client.

The Web interface should work in any browser that has support for Java. This includes Internet Explorer, Netscape, Safari, and Firefox.

The Web interface should work from anywhere on the Internet and no software install is needed, provided some form of Java is installed and enabled in your web browser (it usually is).

Getting Started

• Signing in to Meeting Maker
• Changing your password
• Entering your User Information
• How to Quit Meeting Maker
• Using the Help in Web Calendar

Filling Up Your Own Calendar

• Scheduling an activity
• Using banners
• Printing your calendar

Working with Others in Meeting Maker

• Proposing a meeting
• Responding to an invitation
• Inviting guests
• Changing an activity to a meeting
• Working with proxies

Getting Started

Signing in to Meeting Maker

1. Launch Meeting Maker by opening this link: https://mm.wellesley.edu/ in a supported web browser. If you type in the website, make sure to add the s in the https:// part of the website. This ensures that the connection is secure, and only the https:// website will work from off campus.
2. Once you launch the program, you will see a login box similar to the one below.

   

3. Enter your MeetingMaker name and password, then click Sign In.

Changing your password

1. On the bottom left-side module, click on Change Preferences
2. Click on the General tab.
3. In the Password section, type in your Current password, then enter a new password in both the New and Verify fields.
4. Click Save in the bottom right of the window to change to the new password.
   

Entering your User Information

You can change your user information so that others will know more about you. You can set your address, department, phone number, regular work hours, and other information. MeetingMaker also allows you to set normal work hours, which designate when you are normally available to meet. For instance if you work late on a particular day, or you work part-time, you can put this in your user information.

1. On the bottom of the left pane, click Change Preferences.
2. Click the User Info tab. You will see a window similar to the one below:
3. Fill in the information to which you would like other Wellesley Meeting Maker people to have access.
4. Under Work Days & Hours set your regular work hours to help others know when you are or are not available to work.
5. Click the Save button to save the information.

How to Quit Meeting Maker

The best way to quit the MeetingMaker Web Client is to completely quit out of the web browser. If you cannot do this for some reason, you can click the Logout link in the top right corner of the main MeetingMaker Web screen.

Using the Help in Web Calendar

MeetingMaker has built-in help topics if you need help outside of HelpDesk hours. You can get to the help topics anytime by clicking on the Find help link in the bottom left of the main Web Calendar window.

Filling Up Your Own Calendar

Scheduling an activity

1. To put an activity on your schedule, click on Create Activity/Meeting on the top left-side module. An activity window will appear:
2. Enter a short description of the activity for Title.
3. Under Options, clicking on Private will mark the activity confidential; someone with proxy access to your calendar will not be able to see the details of this activity. Clicking on Flexible will indicate you may still available for meetings at that time to someone who is proposing a meeting to you. For example, your student assistant's hours might be marked in your calendar as flexible -- you need to know when she will be working for you, but you don't necessarily have to spend the whole time working directly with her.
4. Click on the Schedule tab to specify the date, time, duration, and frequency (once a week for regular meetings, for example) of the activity, or to check the time that you selected with your mouse to create this activity.
5. Click Create to make the activity part of your calendar.

Using banners

A banner is a flag that can be dragged across one or more days without interrupting your availability. For example, you might use a banner to mark days when your boss or co-worker is out of town, or to mark days you need to work on a project without having particular hours that need to be set aside for it. A banner appears in the Daily Calendar as a streamer and the Monthly Calendar as text marked by a flag.

Creating Banners:

1. Click Create Banner on the top left-side module.
2. Fill in the appropriate information and click Create. The banner will now appear in your Daily Calendar: and the Monthly Calendar:

Editing a Banner:

1. In the Daily or Monthly Calendar view, click on the text of the banner.
2. In the window that pops up, edit the information, and click the Update button on the bottom right of the window.

Deleting a Banner:

1. In the Daily or Monthly Calendar view, click on the text of the banner.
2. In the window that pops up, click the Delete Banner button on the bottom left of the window.

Printing your calendar

1. If your schedule is not already visible, select View One Week or View One Month under Calendar Views on the left-side module.
2. Select Print Calendar on the bottom left-side module.
3. Go to File menu, and select Print...
4. Click OK.

Working with Others in Meeting Maker

Proposing a meeting

1. Click on Create Activity/Meeting on the top left-side module
2. Enter a title for the meeting in the Title box.
3. Enter a place for the meeting in the Location box.
4. Specify reminder and labeling options in the Options section. The options that you set here will only be valid for your calendar and does not apply to your guests' calendars.
5. If you would like to add comments or an agenda to the meeting, enter them in the Comments tab.
   
6. Click on the Guests tab to invite other people to your meeting. See section on Inviting Guests below for more specific directions.
7. Click on the Schedule tab to find a time all the guests can attend the meeting. Meeting Maker will automatically find the first available time for all the guests if you click on Autopick.
8. Click on the Create button. The window will close, and the meeting proposal will be transmitted to your guests and will appear in your calendar.

Note: Although all guests will receive a meeting invitation, the meeting will only appear on your guests' calendar after they have sent you an affirmative reply.

Responding to an invitation

When someone invites you to a meeting, or changes a meeting, you will receive a message in MeetingMaker. To view your messages:

1. Under the Received section of the Proposals Panel on the bottom main window, click on the proposal and the invitation window will appear.
   
2. Click Details to view the agenda for the meeting or to specify reminder and labeling options (this is valid only for your calendar).
3. Click Guests to see details about participants.
4. Click Comments if you want to append a note with your reply.
5. Click the appropriate response button (Yes, No, or I'll decide later) and click Reply.

Inviting Guests

When you are proposing meetings, you will need to choose the participants from the list of people who have MeetingMaker accounts.

1. When creating or modifying a meeting, click on the Guests tab.
2. For each guest you want to invite, double-click that person's name. The name will appear in the list of Guests as a required guest. You can also select a user (by clicking once) and use the Required--> or Optional--> buttons to move them to your Guests list.
   
3. Click on the Schedule tab to check if there is a known conflict with this meeting. The Schedule tab displays the guests' busy time in red, free time in gray, and time outside work hours in blue.
4. When you are finished inviting guests and setting the Details and Schedule, click the Create button. The window will close, and the meeting proposal will be transmitted to your guests and will appear in your calendar.

Changing an activity to a meeting

If you set up an activity on your own calendar and want to go back and turn that into a meeting, you can modify the activity by inviting guests to it.

1. Click on the text of the activity you want to change. The activity window will pop up.
2. Click on the Guests tab.
3. Follow the directions above for inviting guests.
4. Click Notify Guests.

Working with proxies

A proxy is another user who has access to your calendar. This user can view (and edit, if you give them that permission) your calendar and help you keep track of activities, meetings, and to-do items. He or she can also print your calendar. If you check any of your activities or to-do items as private, your proxies will not be able to view the name of your activity - they will only be able to see that you have something planned.

To view someone else's calendar, they must first allow you to see their calendar. Then you can choose their name from the Show Proxy menu on the left-side module. To return to your own calendar, simply choose the window that displays your calendar.

Important: You should only choose people who need access to your schedule as your proxies.  Others can see enough information in the Guests tab when they propose a meeting with you.

Allow users to see your Calendar:

1. Select Change Preferences from the bottom left-side module.
2. Select the name of the person you want to add as proxy and click either Read/Write--> or Read Only-->. Read only prevents your proxy from directly adding activities to your calendar. They will still be able to invite you to meetings as usual.

   

3. Click Save.
   

• Han Su Kim hkim4@wellesley.edu
• Information Services
• Date Created: September 7, 2001
• Last Modified: January 8, 2008