Schedule for Video Conference

The Schedule for Video Conference module allows users to create, schedule, and manage meetings directly from the Workspace Calendar. It supports one-time, instant, and recurring meetings with attendee management, location selection, meeting associations, calendar views, filters, and meeting lifecycle operations such as start, join, cancel, and end meeting.

The module also supports multiple meeting types, including video conferences and conference room meetings, while allowing meetings to be associated with operational entities such as Tickets, Requests, Changes, and Assets.

What you see on the screen

This page displays a calendar-based meeting management interface that lets users schedule and track meetings across the Month, Week, Day, and List calendar views.

Users can create meetings, apply filters, refresh calendar data, connect Microsoft Teams meetings, and manage scheduled meetings from a centralized interface. The page also provides advanced filtering options to view meetings based on status, meeting title, attendees, meeting room, and associated modules.

Schedule for Video Conference | Basic Details

Label	Action	Description / Example
Search	Search meetings	Allows users to search scheduled meetings using meeting title, meeting ID, attendee, or related keywords.
Refresh	Refresh calendar data	Reloads the calendar and updates the latest meeting information.
Connect Teams	Connect Microsoft Teams	Allows users to integrate and schedule meetings using Microsoft Teams. Note: This will come in future releases.
Add Meeting (+)	Create a new meeting	Opens the Add Meeting panel to schedule a new meeting.
Month	Switch calendar view	Displays meetings in a calendar format by month.
Week	Switch calendar view	Displays meetings in a week-wise calendar format.
Day	Switch calendar view	Displays meetings in a day-wise calendar format.
List	Switch calendar view	Displays meetings in list format.

Filters | Meeting

Label	Action	Description/ Example
View All	Apply filter	Displays all meetings, regardless of status.
Upcoming	Apply filter	Displays scheduled but not yet started meetings.
Meeting Started	Apply filter	Displays meetings that are currently in progress.
Meeting Completed	Apply filter	Displays meetings that have already ended.
Meeting ID	Filter meetings	Filters meetings using selected meeting IDs.
Meeting Title	Filter meetings	Filters meetings using meeting titles.
Attendee	Filter meetings	Filters meetings based on selected attendees.
Meeting Room	Filter meetings	Filters meetings using the configured meeting room or location details.
Module	Filter meetings	Filters meetings by associated modules, such as Ticket, Request, Change, or Asset.

Add Meeting

Use this option to create and schedule a new meeting from the Schedule for Video Conference calendar.

Add Meeting | Field Descriptions

Label	Action	Description / Example
Title / Subject Line*	Enter meeting title	Specifies the name or subject of the meeting. This field is mandatory. Example: Weekly CAB Review Meeting
Type	Select meeting purpose	Defines the purpose or category of the meeting. Available Options: Status Update, Information Sharing, Decision Making, Problem Solving, Innovation, Team Building, CAB Meeting, and Kick-off.
Schedule Type*	Select meeting schedule type	Defines how the meeting should be scheduled. This field is mandatory. Available Options: One Time, Instant, and Recurring.
Start Time*	Select start date and time	Specifies the meeting start date and time. This field is mandatory.
End Time*	Select end date and time	Specifies the meeting end date and time. This field is mandatory.
Meeting Type	Select meeting mode	Defines the type of meeting session to be conducted. Available Options: Video Conference, Conference Room, Web-Based Video Conference, and Network-Based Video Conference.
Meeting Link	Enter meeting URL	Specifies the URL or meeting link used to join the meeting. Example: Microsoft Teams or web conferencing URL.
Host Location*	Select host location	Defines the host location or meeting asset for the meeting.
Guest Location*	Select guest location	Specifies the guest locations that can participate in the meeting. Multiple guest locations can be selected.
Select all guest locations	Enable/disable toggle	Selects all configured guest locations automatically.
Select all the user/requester group tags belonging to the above guest location	Enable/disable toggle	Automatically selects all user or requester group tags mapped to the selected guest locations.
Select All Attendees	Enable/disable toggle	Automatically adds all available attendees to the meeting.
Select Attendees by User/Requesters Group Tags	Select group tags	Allows users to select attendees using configured user or requester group tags.
Attendees*	Select meeting attendees	Specifies the users who will participate in the meeting. Multiple attendees can be selected. This field is mandatory.
Associate With	Select module	Associates the meeting with a specific module or operational entity. Available options may include Ticket, Request, Change, Incident, and Asset.
Associated Items	Select associated records	Displays and allows selection of records related to the selected module. Example: TKT0009: Delivery Status Notification (Failure)
Description	Enter meeting details	Allows users to provide additional meeting information, objectives, agenda summary, or discussion details.
Attachment	Upload attachment	Allows users to upload supporting documents or files related to the meeting.

Add Agenda

Use this option to add agenda items while scheduling a meeting. Agenda items help organizers define discussion topics, estimated duration, expected outcomes, presenters, and supporting details for the meeting.

Multiple agenda items can be added to a single meeting to organize discussions and track meeting objectives effectively.

Add Agenda | Field Descriptions

Label	Action	Description / Example
Title / Subject Line*	Enter agenda title	Specifies the title or subject of the agenda item. This field is mandatory. Example: CAB Approval Discussion
Category*	Select agenda category	Defines the agenda item's category or purpose. This field is mandatory. Available Options: Information, Advisory, Problem Solving, and Request for Help.
Estimated Time (min)	Configure duration	Specifies the estimated duration for the agenda discussion in minutes. Users can increase or decrease the value using the increment and decrement controls.
Expected Output*	Select expected outcome	Defines the expected result or outcome of the agenda discussion. This field is mandatory. Available Options: Include Decision, Vote, and Action Assignment.
Presenter*	Select presenter	Specifies the user responsible for presenting or leading the agenda discussion.
Now let's hear the details*	Enter agenda details	Allows users to provide additional details, discussion points, requirements, or objectives related to the agenda item. This field is mandatory.
Add Attachments	Upload supporting files	Allows users to attach supporting documents or reference files related to the agenda item.

• Mandatory fields are marked with an asterisk (*).

• The meeting start time must be later than the current system time.

• For Conference Room meetings, the system validates meeting slot availability before scheduling.

• If another meeting already exists within the selected time slot for the same meeting room, the meeting cannot be scheduled.

• Recurring meetings can be configured using Weekly or Monthly recurring schedules.

• Associated Items are displayed dynamically based on the selected Associate With module.

• Multiple attendees, guest locations, and group tags can be selected while scheduling the meeting.

Once the required details are configured, click on Submit to save and schedule the meeting.