There are times when you are tasked with scheduling a meeting which you do not need to attend. For these situations, you can simply make yourself optional and your availability will be effectively ignored. While this allows you to provide maximum availability to your guests since your calendar is not blocking their options, it still includes you in the calendar invitation. Furthermore, it will use your location, such as a custom Zoom link, since you are the organizer of the meeting, albeit optional.
Using Team Calendar Pages for Colleagues
The solution is to use Team Calendar pages, but with a twist… You only include a single team member on the “Team” Calendar Page, thus making them the organizer of the invitation:
Because there is only one team member associated with this Calendar Page, it does not matter if it is a Round Robin Calendar Page (schedule it with any one!) or a Combined Calendar Page (schedule it with every one!). Now you can share your colleague’s URL with guests or and more importantly, you can access their availability using the our Copy Times feature accessed from the clock icon on your Team Meeting Templates page!
Now when you copy a block of time and paste it into an email (or WhatsApp, Apple Messages, Facebook Messenger, or elsewhere) you are able to copy only your colleague’s availability, use their location settings, and leave yourself out of the loop!
With the ability to copy times for colleagues, executive assistants have a powerful new weapon in their arsenal to more efficiently schedule meetings for their team.
PRO TIP: Want to be sure that you are notified of the meeting as well? Include yourself as an optional attendee on the meeting invitations by adding your own email address to the Meeting Template setting labeled “Notify other email addresses on calendar invites.”