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Meeting Management

Kora takes away all the pain of managing meetings – right from coordinating with the participants, to check for their availability, to zeroing on the most convenient time for all, to scheduling the meeting, till joining the meeting and taking notes.

To take away the hassles of exchanging multiple emails before scheduling a meeting with a group of people or teams – within or outside of your organization, Kora can schedule the meeting, identify mutually available time slots with intelligent automation.

Just tell Kora*

Schedule a meeting on Product Review tomorrow at 3pm with John and Emily.

Or

Enter the command

Schedule a meeting”.

Or

Pick from the suggested actions list of Kora welcome message

Schedule a meeting

 

*available only on the mobile app

Highlights

  • From the text command or user utterance (in the mobile app) to schedule a meeting, Kora extracts the following details and prompts if any of these are missing:
    • Invitee list;
    • Date and Time – date and duration (30 minutes by default);
    • Meeting Title.
  • Optionally you can add the meeting location – call, web, or in-person.
  • Once scheduled you can further modify the meeting details by:
    • Adding or removing invitees;
    • Rescheduling or cancel the meeting;
    • Changing the meeting type;
  • If you are a participant and not the organizer then you can decline the meeting.

Access Permissions: For successful meeting management, you need to provide Kora access to your cloud calendar, cloud & device contacts, device location when prompted during onboarding.

Let us look at the functionalities of scheduling a meeting.

Note: All the screenshots were taken on the desktop application with light theme settings and might vary slightly for your installation and setting.

Schedule Meeting

  1. Invitee List: Once you have initiated the Schedule Meeting, Kora needs an invitee list.
    • This list can be part of your utterance/command, else Kora will prompt you to enter the names.
    • These names are compared with your contact list – both from enterprise and device contacts list and the possible matches are picked.
    • In the case of multiple matches, Kora will provide you with a disambiguation list prompting you to choose one.
    • If the name is not found in contacts, Kora asks for the complete email address of the invitee to continue. You can also enter the email id directly, especially for people not in your enterprise.
    • Invitees can also be added by typing ‘@’ followed by a few letters from the name and suggestions will be displayed from your contacts. Choose from the list.
  2. Meeting Date: Next Kora needs to know when to schedule the meeting. It can be part of your initial schedule meeting utterance, else Kora will prompt you to enter a date. It will suggest days like “Today”, “Tomorrow” and “Next Week”. You can either pick one of these or enter a date or phrases related to date calculations like “Two days from today” etc.. After the time, the duration of the meeting needs to be set. If not specified the duration of the meeting is set to 30 minutes, by default.
  3. Once you have added the invitee list and set the meeting date, Kora will present the overview of the meeting details for verification before checking the calendars for available slots. You can either Continue with the scheduling or use the in-line edits to change the invitee list or timing details.
  4. Meeting Timeslot: Once you confirm and continue with the scheduling, Kora suggests some timeslots for the meeting if you have not specified the same in your utterance. This is a list of possible times, based upon the participants’ and your common calendar availability.
    You can also ask Kora for the free slots of the participants, for example, “When is <some name> free?
    Note that when you include non-Kora users (either internal or external) in the invitee list, Kora can not consider their availability while checking for mutually available slots, since access to their calendar might be restricted.
  5. In case Kora is suggesting timeslots, you have the option to:
    • Pick-up a timeslot based on your feasibility;
    • Propose time slots for your invitees so that they can choose a feasible time.
      • For Kora users, a notification will be sent and they can respond with a convenient time.
      • For non-Kora users, an email will be sent seeking their preference. They need to respond using the link provided in the email.
      • Once the invitees respond, you will receive a Follow-up notification, which you can use to schedule the meeting. The invitees will be intimated of the same.
    • Check for Other Options if the proposed timeslots do not work for you.
  6. Invitees can be from different time zones. Kora will take care of the time difference and present the mutually available slots based on the work hours defined in the Kora profile settings.
  7. Your calendar and that of the invitees will be blocked for the duration of the meeting. In case you propose time slots, the same shall be blocked temporarily till the meeting time is confirmed.
  8. Meeting Title: Kora needs a title for the meetings and will prompt for one if not found in the user utterance. Give a meaningful title, so the participants get an idea of what to expect.
  9. Meeting Location: Optionally, you can add where the meeting would be conducted:
    • over the Web with the details picked from your profile or you will be prompted to enter the meeting URL, or
    • over Meets Link, this will be available if you are using Google or Microsoft SSO login and your admin has enabled this setting while configuring the domain, or
    • over the Phone with the details picked from your profile or you will be prompted to enter the number to dial in.

    In addition, if you have set meeting preferences those will be displayed. In the preferences, you can specify one location as the default location (webex in the above image) which would be presented for selection. You can choose not to go with the default location but add a different location. Preferences for each of the above-mentioned Meeting Locations can be set from Settings -> User Preferences (see here for how).
    Based on the selection, the corresponding meeting location settings will be shared with the participants while scheduling the meeting.

  10. Schedule now: This is the final step to go ahead and schedule the meeting.

Email Scheduling

Kora can schedule meetings from the content of an email.

Steps:

  1. Forward your email thread with meeting discussions to the email ID as set in your Kora email services (present in your profile section) to start the meeting set-up. 
  2. Kora picks up details like invitee list, and meeting title automatically. 
  3. If any of the information is missing or not clear, Kora will prompt you for the same. The experience would be the same as for schedule a meeting text/voice command elaborated in the previous section.
  4. Meeting invitations will be sent to all the participants.

Actions

Once scheduled, you can access and make changes to your meetings. You can view the list of meetings you are a participant and not just those organized by you.

Steps

  1. Select Meetings panel from the skills menu, a list of your Meetings along with a brief overview will be displayed categorized as Upcoming, Later Today, and Happening.
  2. Click on the drop-down icon against any meeting to see various options. Based on whether  you are an organizer or participant the options would vary:
    • For Organizer
      • Cancel – Use this option to cancel a scheduled meeting. You will be prompted for confirmation and the participants are intimated of the same. 
      • Reschedule – This action will allow you to change the date and time of the meeting. The invitees will be notified of the change and your calendar will be updated accordingly.
      • Add Invitees – Additional people can be invited to a meeting. The process is similar to adding invitees during the initial scheduling of the meeting.
      • Remove Invitees – You can remove any invitee from a scheduled meeting. If there is only one invitee, Kora will prompt you to cancel the meeting.
      • View Details – This option will display the meeting details including the date and time, participants list, and description. You can also see how the participants have responded to the meeting – yes, no and maybe marked by the appropriate icon next to their names. You will be given an option to respond to the meeting – Going? – Yes/No/MaybeUse the More icon to:
    • For participants the following options are available:
      • Decline – Use this option to decline the meeting invitation.
      • View Details – This option will display the meeting details including the date and time, participants list and description. You can also see how the participants have responded to the meeting – yes, no and maybe marked by the appropriate icon next to their names. You will be given an option to respond to the meeting – Going? – Yes/No/Maybe

  3. You will also find a widget for Meeting Notes where notes from previous meetings would be visible. You have the option to pin this widget to the home screen.

Attend Meeting

Kora facilitates joining web meetings through Join Meeting option and phone-based meetings with a Dial-in option.

Steps:

  1. Select Meetings from the menu, locate the list of Happening Now meetings.
  2. There, against the meeting, you will find an option to Join Meeting/Dial-in.
    NOTE: This option appears around 5-10 minutes before the meeting is scheduled to take place.

  3. Click the same:
    • Join Meeting – For Web Meetings will be redirected to the meeting website URL where you can log in and join the meeting.
    • Dial-in – For Call-in Meetings, if you are using the mobile app, a call will be placed, else the phone details are displayed.

Meeting Notes

Kora allows all the participants of the meeting to Take Notes and share the same with others.

Steps:

  1. Select Meetings from the menu, and locate the Happening Now meetings.
  2. There you will find an option to Take Notes.
    • This option appears around five minutes before the meeting is scheduled to take place
    • You can also access the notes icon from the view details option for meetings.
  3. Select from either one of the above options. 
    • An editor will open with the Meeting title, date and invitees list pre-populated.
    • You can start entering the notes.
    • Basic formatting options like Bold, Italic, Underline, and Bullets are provided along with the facility to attach files and insert links.
    • Once you are done Save the notes.
  4. You will be presented with the Share and Edit options.

    • Edit option will let you make corrections, additions, deletions and any other formatting you want to do.
    • Share option will allow you to share the notes with either all the participants of the meeting or a select few from the given list of invitees. An email with the notes will be sent out to the selected invitees.
  5. Notes from previous meetings can be accessed from the Meetings panel.

Utterances

Below is a list of sample utterances you can use related to scheduling meetings.

This is just a sample list and as such is not comprehensive and you need not restrict yourself to this.

  • Schedule a meeting with John at 6 pm today
  • Create a meeting with karen@driveways.com tomorrow
  • Schedule a meeting with John and Emily sometime next week
  • Create 45 mins meeting with Jim regarding Sales Updates
  • Cancel my meeting with Chris today

Lookups

Below is a list of sample lookup utterances you can use related to meetings.

This is just a sample list and as such is not comprehensive and you need not restrict yourself to this.

  • When is a meeting?
  • Show me meeting details
  • Who is attending a meeting?
  • What time is my meeting this afternoon
  • Show me the details of my meeting scheduled for 15 minutes
  • Get me the details of the meeting about Status Updates with Emily next week
  • When is my meeting with John next week?