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How do you schedule meetings on behalf of other users?
How do you schedule meetings on behalf of other users?
Fong Vo avatar
Written by Fong Vo
Updated over a week ago

Are you an administrator that needs to schedule a call for an executive or a colleague? If you are the person that needs to schedule a call on behalf of another member in the account, the updated Outlook plug-in integration has the capability to allow you to do so. As an executive administrator for the account, you now have the ability to manage executive emails and meeting schedules.

To be able to manage and schedule meetings, this user must be added to the account and assigned a conference code. They will need to enable the "Schedule on behalf of others" option to be able to access other users listed in the account.

To enable the feature, please sign in as the user who will be scheduling and managing meetings on behalf of other users, go to Edit Profile from the drop down menu of their name/avatar in the upper right corner and turn the setting for 'Can schedule calls & online meetings for others' ON (blue) as seen below.

Once enabled, please download and install the Outlook plug-in integration. When it is completed, open your Outlook software and refer to the Vast Conference add-in in your toolbar and select whether you would like to schedule a meeting to ‘Meet Now’ or ‘Schedule’ for a later date. You will also need to decide whether this invite will be for a call meeting only or if applicable to the specific user selected, if you would like to incorporate Online Meeting as well.

When the details have been determined, the system will prompt a message box where the executive admin needs to select a user profile to manage in which their associated conference code and/or online meeting link will be displayed in the body of the invite email.

From there, adjustments may be made and can then be sent out to invited participants.

*If the option "Schedule on behalf of others" is disabled, the plug-in will display the default information assigned to the logged in user selected.

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