How to use the scheduling assistant for finding available times
How to use the scheduling assistant for finding available times
Use the Scheduling Assistant for Finding Available Times
The Scheduling Assistant in Cadence helps you find optimal meeting times by displaying availability for all attendees and rooms in a visual timeline. This powerful tool within the Appointments menu shows conflicts, allows you to compare multiple time slots, and helps you select the best option for everyone involved.
When to use
When scheduling appointments with multiple attendees
When you need to find times that work for everyone
When checking room availability alongside people's schedules
When rescheduling appointments to accommodate all participants
You must have System Administrator, Event Manager, or Event Scheduler permissions to access the Scheduling Assistant.
How to do it
Navigate to your event dashboard in Cadence.
Click "Appointments" in the left sidebar menu.
Select "New Appointment" or edit an existing appointment.
Add people to your appointment by clicking the "+" icon in the People section.
Add both internal team members and external customers before opening the scheduling assistant to see everyone's availability at once.
Click the "View Availability" or "Scheduling Assistant" button that appears after adding attendees.
Select a date range using the calendar selector at the top of the assistant.
Review the time grid showing all attendees and their availability status.
Green blocks indicate available time, while colored blocks show conflicts with details about the conflicting item.
Hover over any conflict to see details about the conflicting appointment or schedule item.
Click on an available time slot to select it for your appointment.
Check room availability in the Rooms section of the scheduling assistant if needed.
Selecting a time with conflicts will require some attendees to reschedule their existing commitments.
Confirm your selection by clicking "Apply" to populate the appointment form with the chosen date and time.
Complete the remaining appointment details and save your changes.
Troubleshooting
If the scheduling assistant doesn't display availability correctly:
Verify that attendees have properly connected their calendars to Cadence
Check if the event timezone settings match your expectations
Ensure that room availability is properly configured in the Admin settings