This article covers all the steps and important considerations for creating meetings in Fluid straight from your Outlook calendar! 



Creating a NEW Fluid meeting from your calendar


Meetings can be created from your calendar by simply inviting Fluid to the meeting. Click on the @ icon on the Upcoming Meetings section of your Fluid home page to find the address to invite. 



Copy the unique email address to your clipboard and simply add the email address as an attendee/recipient to your calendar invite.





Important to note on the behaviour:

  • The meeting in Fluid will only be created if the email address of the person sending the meeting invite matches am email address of a Fluid account.
  • Inviting Fluid to a calendar series will create all the recurring sessions on the meeting in Fluid.
  • The person who created the calendar invite will be added as the meeting owner.
  • All attendees will be added as meeting members to the meeting in Fluid.
  • If Fluid cannot match an attendees email address to active accounts in Fluid that attendee will not be added to the meeting. 
  • Attendees accept/decline on the calendar invite will set their attendance status on the sessions in Fluid - Accept: "Attending" or Decline: "Apologies".
  • New sessions can be created in fluid using your calendar only for the meetings that are created from your calendar.
  • Cancelling the calendar invite and sending out the cancellation will set the meeting in Fluid to 'inactive'




Meetings that have been created from a calendar invite are easily identified in Fluid - they will have the following banner on the meetings Dashboard page




Any updates made to the original calendar invite that created the meeting in Fluid will then update the meeting in Fluid. 


IMPORTANT: 

  • Always select 'Send to All' when you save changes to the calendar invite so that Fluid receives all the meeting information. If you only send updates to the edited attendees then Fluid will not receive the amended invite.
  • Don't remove the Fluid address from the meeting at any stage - removing the Fluid address will cause the link between the calendar invite and the Fluid meeting to be lost.


To remove the link from the calendar invite so that you can update attendees and session details in Fluid then select UNLINK from the dialogue. 


Once the meeting has been unlinked, the meeting and all its details will now be managed in Fluid.


IMPORTANT: Unlinked meetings cannot be relinked.





Link to Fluid using Internet Calendars


Using Outlook Internet Calendar you can view both your Fluid meetings and your Outlook calendar entries side-by-side in Outlook.


From the 'Upcoming Meetings' section of your Fluid home page click on 'Link your Fluid meetings to Outlook' icon and copy the URL to your clipboard.



In Outlook:

  • Right-click on My Calendars -> Add Calendar -> From Internet; or 
  • Home tab -> Manage Calendars -> From Internet.



Paste the URL you copied from Fluid into the link field and give the internet calendar a name.



Hit 'Import' and you're done!