How to Use the Meeting Wizard Tool to Plan a Meeting Date

Meeting Wizard is an internet tool that makes meeting planning related to setting meeting times and inviting attendees easier. The basic tool is free and requires that the meeting organizer and meeting invitees have email accounts. To start using the tool as a meeting organizer, you must sign-up for a free account by entering some personal information including your email address and selecting a password. Future logins will require the email and password to use the tool.

After you sign in as a user, you will see a “Current Users” menu, which will allow you to choose from the following options to begin the sub process for various tasks:
• New Meeting – goes to “Create a Meeting Request” option to start the meeting process.
• View Meetings – goes to “Meetings You’ve Organized” to show list of meetings.
• Express – goes to “Meeting Express”, which starts user on detail screen of meeting process.
• My Options – allows user to change personal “Account Information”.
• Address Book - allows user to build a contact list directly in Meeting Wizard.
• Import - allows user to import emails from the address book of another email tool.

Difficulty: Moderately Easy

Instructions

Things You'll Need:

• Computer
• ISP
• Email
• Meeting Dates/Times

1. 
   Home Page

   To begin planning a meeting, you should start by choosing to begin a “New Meeting” from the Meeting Wizard home page at www.meetingwizard.com.

2. 
   Create Screen

   You will then use Meeting Wizard to either propose several meeting dates and times for invitees to select from or choose to announce a meeting that is already scheduled. Then you continue to the next screen.
   
   Option A: If you choose to propose dates on the next screen which will allow multiple dates and times to be selected.
   
   Option B: If you choose to announce a meeting date/time instead of proposing dates and times, only one date may be added instead of multiple dates and the RSVP option will appear on the screen.

3. 
   Detail Screen

   The “Meeting Event Details” screen will look the same for both options n step 2. Enter the meeting details and view response options. Then you will continue in order to review, edit if needed, and send emails.
   
   NOTE: To save time constantly checking to see who has responded, the meeting organizer should select to have Meeting Wizard send an email letting the organizer know when everyone has responded with availability or RSVP.

4. 
   Review Screen

   After you continue to the review screen, you will be on the review tab. From here, you can review the data previously entered on other screens. If changes need to be made, go to the “Edit Details” tab to update data previously entered on other screens. If no changes are necessary, you may choose to preview what the invitees who get the email from Meeting Wizard will see or customize the email. Once the meeting details and emails meet your preferences, click on “Send Now” to get verification that the emails were sent.

5. 
   Verification

   You can now select from other meeting organizing options or logout and return to Meeting Wizard for more meeting planning later. When you return later to check on responses, you may want to follow the steps in “How to Use the Meeting Wizard Tool to Cancel or Confirm a Meeting.”

Resources

• Meeting Wizard
• How to Use the Meeting Wizard Tool to Cancel or Confirm a Meeting
• How to Create and Update Individuals in the Meeting Wizard Address Book
• How to Create and Update Groups in the Meeting Wizard Address Book
• Meeting Tips
• How to Use the Meeting Wizard Tool to Respond to a Meeting Invitation
• How to Respond to a Meeting Wizard Address Book Update Request