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About
The meetings integration allows you to easily schedule Outlook or Microsoft Teams meetings
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directly from your Jira issue.
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Quick overview
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News & Highlights
New: Schedule meetings simple or advanced
Highlight: SuBeneiftggested meeting times panel
→ Our app shows all calendar availabilities of the persons involved based on their Outlook calendars (meeting suggestions also consider time zones of all users and configured working hours)
→ Add another attendee and the meeting times update automatically!Highlight: After sending out the meeting, a separate Outlook invitation is send out, as well!
→ Jira refreshes automatically and a scheduled meeting panel appears directly in the Jira issue (visible for all involved persons)New: calendar sidebar! Get an overview about meetings before and after your planned time slot
When the meeting is about to start → Join easily by clicking on the link in the panel
When the meeting has ended, all relevant data to the meeting (e.g. Teams Chats when the meeting was held via Teams) are also shown in the Jira issue
Schedule a meeting
Simple mode
Our meetings feature comes with a new UI and makes scheduling even more intuitive and transparent.
Schedule a meeting with just a few clicks.
Advanced mode
Change the meeting duration and set an individual date. Use known Outlook settings e.g. show the meeting as “free/busy”, choose a category, set reminder and / or decide on the Outlook sensitivity.
Jira Server
Access our meetings feature either via the drop down menu or via the sidebar. This is also where you can see all scheduled meetings to the issue.
The UI when scheduling a meeting is all the same like in Jira Cloud (see above & below).
Accessibility options / Jira comments
Public
Make it a public meeting and allow all users to join the meeting.
Private
Make it private and restrict the attendees to only those ones who are actually invited.
Meeting templates
Time saver
Set-up templates for your meeting screens and save time for e.g. meetings which occur repetitively and have the same purpose.
Call via Teams
Call right away
Open the glance view via “People and Meetings” and see the availabilities of involved persons.
You can now either call them via Teams or send a message.
Outlook Meetings panel
Meetings panel in issue
All involved persons can see that a meeting has been scheduled. Join with a click of a button.
Chats from meetings held via Teams are shown in the Jira issue, too.
Prerequisites
Activation of Meetings feature by Jira admin → the feature works right away!
Works for Jira Cloud & Server (publicly available)
Works with Microsoft 365 (the calendar sync requires M365 log-in)
Configuration options
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Quickly set up meetings by selecting the most convenient time slot using the calendar overview. The app automatically suggests meeting times for all involved users, taking into account different time zones and each user's configured working hours.
Once you send out the meeting from Jira, an Outlook meeting invitation is send to all participants, visible in their Outlook and Microsoft Teams calendar.
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Click through demo
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Feature details
Jira administrators can configure ready-to-use meetings options for users via our Presets for Meetings.
Selecting the most suitable Preset then provides the user with pre-filled message text, designated participants, content-sharing options, and integrated automations (including Jira comments). However, some of these settings, can be adjusted by the user (e.g. content of the message via “Templates”).
This approach streamlines communication by eliminating the need for the user to create a chat/conversation framework from the beginning.
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Presets for Meetings typically include pre-configured content. However, individual messages can be modified, or you can select a different template from the available options.
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When scheduling a meeting, you can customize the sharing settings to control who can join the meeting right from the Jira issue. Especially when the message contains sensitive information, this feature comes in handy, as you can decide between public and private.
🔐 Private: Meeting default permissions are respected, meaning only meeting attendees can access the meeting and its associated chat.
🏢 Public: Public access allows any user logged into their MS 365 account to join the meeting. Even those users being involved in the issue, but not explicitly invited to the meeting, may participate, if they choose.
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Knowing colleagues' real-time availability before making a call can save time. To streamline workflows and avoid switching among multiple tools, view MS Teams availabilities directly within the Jira's glance view.
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Our meetings integration sends a separate Outlook meeting invitation automatically whenever a meeting is scheduled directly from a Jira issue.
Your meeting is conveniently accessible in both your Jira Outlook calendar (see: Work with Outlook calendars in Jira) and your Microsoft Outlook calendar. This ensures information consistency across all your work tools.
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Feature configuration
We provide primary configuration options at the admin level (refer to: admin configuration) along with some minor configurations available for individual users (refer to: user configuration).
With Presets for Meetings, it is beneficial for the admin to preconfigure these settings for meetings when using Jira. This enables team members to easily select the most appropriate meeting Preset that aligns with their specific needs.
Information
The meetings functionality is readily available without any specific prerequisites. It is activated automatically when you enable this feature in the admin settings by the Jira administrator.
You can schedule a meeting using either simple or advanced mode, depending on your need for additional settings.
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When working in Jira and using the Outlook meetings integration, users can customize meeting options directly within the meetings panel in Jira.
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Main configurations are done via our Presets for Meetings🚀 |
Meetings Presets include the following configuration options:
Meeting title and description
Date and time
Attendees
Permissions (to join the meeting)
Response options (response requested and hide attendees)
Dialog configuration
Built-in automations
Useful links
Further information as well as the technical reference on shared office items can be found here: Sharing access to Microsoft 365 items