How-To

Here are some examples of how to use our service. Click on a title below to jump to a scenario that interests you.

• Close business relationship with outside contract company
• Need to schedule meetings for a large, multi-company project team
• Make it easy for people from different companies to schedule meetings during a merger or acquisition
• Would like to share your availability on a Web page or blog site

Close business relationship with outside contract company

You have a close business relationship a contract design firm. You have a frequent need to schedule ad hoc phone meetings and face-to-face working sessions with Mary, a top designer at the firm. It would save both of you time and frustration if you could see the busy times on each other’s calendars. Your calendar is stored on your company’s corporate email servers, which you access using Outlook, but, unfortunately, Mary’s company uses Google Calendars. You would follow these steps to allow you both to see each other’s availability using Calendarism.com:

1. Both you and Mary would go to Calendarism.com and sign-up for an account;
2. You both establish a link between your calendar and our servers. You would select the appropriate Outlook version for your calendar source and Mary would select Google Calendars;
3. You email each other your default shared calendar;
4. When you receive Mary’s message, follow the instructions to setup a contact in your Outlook address book for her, configuring her internet free/busy address to pull her calendar data from our service;
5. When Mary receives your message, she can view your availability on-line using our viewers.

(Note: the details of your calendars are never visible to anyone as our service does not share that level of detail, just the times when you are busy).

When you complete these steps, you will be able to add Mary to a meeting request in your Outlook client and use Outlook’s built-in free-time viewer (see image to the right) to view her free and busy times next to yours, making it very easy to schedule time with her.

Although Mary does not have access to a free-time viewer like Outlook’s in Google, she can use the various tools available online at Calendarism.com to view your availability in a variety of formats. She can even view your times adjacent to her own in a view similar to Outlook’s free-time viewer (see image to the left) and can schedule meetings with you directly from there.

Need to schedule meetings for a large, multi-company project team

You manage a large team of marketing, engineering and manufacturing professionals responsible for the development of global services. Your team consists of a couple dozen people in your company plus a dozen more from several contract design and partner firms. As team lead, you are the primary scheduler for project reviews, working sessions, and executive briefings. Unfortunately, your team members are on different calendaring systems and as such, you find yourself sending out frequent email messages requesting availability or proposing meeting times. This creates interruptions for your team members and reduces their productivity. You can greatly improve the efficiency of your meeting scheduling process using Calendarism.com. Here are the steps you would follow:

1. Send a note to your entire team asking them to visit Calendarism.com, sign-up for an account, and follow steps 1 and 2 to establish a link between their calendar software and our service.
2. Ask them to send you their default shared calendar using the ’Send someone your...’ Quick Link on the home page.
3. As the messages arrive, follow the instructions to add each person to your people list. (Note: you will need Deluxe or Premium service, offered for a nominal fee, to add more than 5 or 10 people, respectively, to your people list.)

If you use Outlook, you can add a link to each person’s availabilitiy in their contact card. This will allow you to view their free and busy times using Outlook’s free-time viewer. Alternatively, or if you don’t use Outlook, you can use Calendarism.com’s online scheduler to view everyone’s availability and easily schedule meetings.

Scheduling meetings during a merger or acquisition

You are managing a merger between your company and another large firm. This messy process will involve thousands of hours of meetings between representatives from each company. Unfortunately, it is going to take six months for the email and calendaring systems to be merged and you and your colleagues are going to waste hundreds of hours sending email messages back and forth arranging meetings. You don’t know how many people will need to see each other’s schedules, but it is a large number. You can solve this problem by following these steps:

1. You contact Calendarism.com to request an enterprise license for two companies.
2. After your request is approved and the license fees paid, both companies are given full access to the features of Calendarism.com using email domain names as the access key.
3. Anyone with matching email domains can request an account from Calendarism.com and collect calendar availability access keys from anyone.

This will greatly speed the meeting scheduling process so your colleagues can focus on the merger work itself, rather than waste time searching for free times to meet.

Would like to share your availability on a Web page or blog site

You run a successful business through a Web site where your service must be scheduled. You would like to post your calendar so people can send you a request for service at a time where you don’t already have other commitments. You can use Calendarism.com to accomplish this as follows:

1. You sign-up for at least a Deluxe account on Calendarism.com and follow steps 1-3 to link your business calendar to the service. Calendarism supports most of the popular calendaring systems.
2. You then visit the integration page to select one of the embedded calendar formats and cut/paste the suggested code into your Web page.

Anyone can then view your current availability without having to contact you.

If need advice on how to use our service for situations that are not covered here, please contact us.