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How to Use the Meeting Planner by timeanddate.com iPhone App

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Follow this user's guide for the Meeting Planner to arrange an international meeting right at your fingertips.

iPhone users can easily plan an international meeting time that can be sent to all parties involved via email. The color-coded timetable displays the best time to arrange your international meeting based on the local times in each selected city.

Intl. Meeting Planner App Overview

How Do I Get the Meeting Planner?

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You can download the Meeting Planner from the App Store or in iTunes.

Using the Meeting Planner

When you start your Meeting Planner app, a new meeting screen will appear with 4 tabs on the bottom of the screen:
  • Plan - Plan your meetings.
  • Favorites - You can add your most used locations here.
  • Settings - Set your preferences regarding the Meeting Planner, the Timetable results and Time Zone Options.
  • Help - More information about how to use the application.

Creating a New Meeting

  • Tap on the "Plan" tab, then on the "New" tab on the top right hand side of the screen.
  • Your current location will automatically be added to the new meeting.
  • Tapping on the date and time row will bring up a "Choose date" screen.
  • Select the Date, Time and Duration of your meeting and tap "Done". The time chosen will be the local time at your location.
  • To add a city, tap on the "Add City" button.
  • Select a city from the list or search for locations using the search bar. If you have favorite cities, they will be listed under Favorites on the list.
  • Tap the location name to add it to your meeting.
  • Add as many cities as you like into the meeting by repeating the previous steps.
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    The "Plan" screen. See details of your meetings and plan additional meetings.

    Editing a Meeting

  • To delete a location, tap on “Edit” at the top right and then select the red icon located next to the city that you want to delete. Tap on “delete” to erase the entry.
  • To rearrange locations, tap on “Edit”, then hold and drag the bars.
  • Meetings are automatically named after the locations in the meeting.
  • To change the name of the meeting, tap on the meeting row and then on the white arrow box on the top of the screen.
  • Tap on Name meeting, add a custom name for your meeting and tap “Use”.
  • Tap on the city row to view the current time and time zone information for the selected city.
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    Tap on the city to view current time and time zone information about it.

    Add another meeting

    • To add another meeting at a later date for an already existing meeting, just tap on "Add Another" below the meeting name on the left hand side panel.
    • To add another meeting with new locations tap “New” and repeat the above steps.

    Adding a city to your Favorites

  • Tap the star next to a location to add it to your Favorites.
  • A yellow star indicates that the city is listed in Favorites; if the star is white, it is not listed there.
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    Add frequently used cities to your favorites list.

How to Read the Timetable

  • Once you are done adding cities, tap on “Find best meeting time” to view the color-coded timetable with the best possible meeting times for all the participants in their local times.
  • The local times for the first locations listed will be shown in the time table. All locations may not be shown in this section due to the available space allowed.
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    Choose the best time for your meeting using the color coded results table.

    The color-coded system shows the most and least convenient times for your meeting (See Figure 3):

    Green button if the local time in ALL* of the selected cities is in the typical first half of the day when most people are at work (Monday – Friday).

    Yellow Button if it is day time in ALL* of the selected cities.

    Red button if it is night time or normal sleeping hours in one or more of the selected cities.

    Past Button if the time-slot has already passed. These rows will be marked with “In the Past”.

    *Exception: If you have a large number of locations, there is a chance that you could get green or yellow rows, even if one or a few of the cities fall outside the given rules.

    Note: This service does not take into account holidays. It displays Saturdays and Sundays as days of rest, irrespective of local variations.

    To view meeting times for the next day, tap on the “Next Day” button located at the bottom of the timetable.

    Choose the best time for your meeting and tap on the row. The timing for the meeting is automatically saved.

    Email Meeting Details from Your iPhone

    To send an email with the meeting time and date information to all parties involved, simply follow these steps:

    • Tap on the meeting row that you wish to send to others.
    • Tap on the arrow icon located at the top right corner of the screen.
    • Choose "Send Email" in the pop-up window to send an email to your participants.
    • Your email program will open with the suggested text of the details for the meeting.
    • Simply enter in the email addresses and enter in a brief message, if desired.
    • Tap “send” to email all of the information for your meeting to all parties involved.

    Add the Meeting to Your Calendar

    To add this meeting to your Calendar, simply follow these steps: