[Server] Meetings: Availabilities & Meetings

Feature overview

Schedule Outlook or Microsoft Teams meetings and send calendar invites right in your Jira issue.

Open

How-to

• Access the meetings feature either at the top of your issue or in the issue sidebar → Click on the icon → a new dialogue opens.

• The best: our app shows the calendar availabilities of all users involved with the issue and suggests meeting times based on their Outlook calendar (availabilities)

• Select the most suitable “meeting time suggestion” → Choose (additional) attendees → Include a Teams meeting (if required) → Add comments to the meeting → Make it a Jira comment

• When finished → Click on “Send meeting”.

Open

• After sending the invite → Jira refreshes automatically → the scheduled meeting is visible in an “Outlook Meetings” panel

• Join the meeting by clicking on the link in the issue

• The information is now visible for everyone involved in the issue. A separate Outlook meeting invitation is sent out to all participants, as well.

• Chats from meetings scheduled via the app and held in Microsoft Teams are shown in the Jira issue (see Microsoft Teams: Start a chat in Jira )

User role / Issue fields settings

Define which issue fields should be used to determine the users shown in the availabilities section. You can also specify if those users should be appear in the “required / mandatory” section. Text and label custom fields are also supported (besides user fields), to allow the use of non-Jira, but Office 365 users. We expect the text or label fields to contain valid email addresses.

By default we use:

• For Servicedesk projects: Reporter mandatory and additional participants optional

• For all other projects: Reporter and Assignee mandatory

Involved persons

The first section shows the current availability of the persons/users involved with this Jira issue. Persons with large avatars indicate a required person (see below).
Clicking an avatar will bring up a menu which will let you schedule a meeting with just this person or send a Microsoft Teams message.

Meeting suggestions

Meeting suggestions are automatically determined on multiple factors and consider:

• Outlook calendar entries

• Timezones of all users

• Configured working hours of the person

You'll get two kind of suggestions:

• The first meeting time that works for you and all required participants (all "large" avatars)

• The second one that works for everyone involved (all persons listed under "Involved Persons")

To schedule a meeting, just click on the time and it will open the Schedule Meeting dialog (see picture 1).
To configure the number of visible suggestions, please see the 📁 Project-Specific Configuration.

Call someone directly from an Jira issue

• Access the meetings feature in the issue sidebar by clicking on "People and meetings

• Now you can see all involved people from that issue and their calendar availabilities

• To call one of them, click on the little arrow next to the avatar

• Choose “Call via Teams” in the drop down menu to start a call with a single user.

Feature requirements

In order to schedule meetings from within Jira, the following set-up and configuration needs to done:

• Step 1: Activate the Meetings feature in the admin settings JIRA ADMIN TO DO

• Step 2: Log in with MS 365 account (when using the feature for the first time) user to do

Jira & Microsoft deployment

• Jira Cloud, Jira Server & Data Center

• Microsoft 365 (calendar sync requires MS 365 log-in)