Book time and meetings on the calendar

Booking time puts a block on your calendar: focus time for yourself, or a meeting with other people. One dialog, Book time, does both. You choose the time by dragging on the calendar, give the block a name, and press Enter.

Use focus time to protect an hour for a piece of work. Use a meeting when other people are involved: you can add guests, say where it happens and write an agenda, and Plexii emails the invitations for you.

Booking time is part of every plan.

Before you start

• Open Calendar. In the side menu, under Apps, click Calendar in the Tools group. See Calendar in Plexii.
• To email invitations, connect a mailbox in Mail. Invitations are sent from your own email account. See Connect your email account.

Book focus time or a meeting

1. In Day, 3-Day, 5-Day or Week, press on an empty part of the calendar and drag down across the time you want. Times snap to 15 minutes. To use the default length instead, just click a time.
2. The Book time dialog opens. At the top, choose Focus time or Meeting.
3. Type a title. If you leave it blank, the block is saved with the name shown in grey, such as the attached desk, the guests' names, Meeting or Focus.
4. Check the date, start time and length (see below).
5. For a meeting, fill in Guests, Where and Agenda (see below).
6. Click Book it, or Schedule meeting for a meeting, or press Enter.

The dialog closes and a notice confirms it, for example Booked “Draft the proposal” · 2:00 – 3:00 PM. Click Undo in the notice if you change your mind.

To close the dialog without booking, press Esc or click outside it.

Set the date, time and length

The row under the title holds the details as chips:

• The date and the start time. Click one to change it.
• The end time. Click it to make the block longer, and hold Shift while you click to make it shorter. It steps through 15, 25, 30, 45 and 60 minutes, 1.5 hours and 2 hours. The length is shown beside it.
• Repeat. Click it and choose Daily, Weekly or Monthly. Choose Don't repeat to take it off again.

Type shortcuts into the title

While you type the title, a few words change the block for you. Each takes effect when you type a space after it, and a short line under the title says what changed.

Add guests, a place and an agenda

These fields appear when you choose Meeting.

• Guests. Type a name or an email address. Pick a suggestion with the arrow keys, or press Enter, a comma or Tab to add what you typed. Press Backspace in the empty field to remove the last guest.
• Where. Choose Plexii Meet for a Plexii meeting room, Paste link to paste a Google Meet, Zoom or Teams link, In person to type an address or room, or None.
• Agenda. Write what the meeting needs to settle. It is shown in the meeting when you join from the block.

Attach a desk or a piece of work

Click Attach a desk or work item near the bottom of the dialog, then search for it and pick it from the list. The block is linked to it, and a Staged badge shows that the desk can be prepared before the block starts. Click the cross beside it to detach it.

Invitations to guests

When you schedule a meeting with guests, the notice says invites hold 10s. For those ten seconds you can still click Undo, and nothing is sent. After that, Plexii emails each guest an invitation from your connected mailbox, and a second notice reports what happened, for example Invited 2 people by email.

If no mailbox is connected, the notice reads Connect a mailbox in Mail to email the invites. The join link is saved on the meeting. The meeting is still booked. See Meeting invitations and joining.

Book an Attention item

Drag an item from the To schedule list, or a deadline from the top of a day, onto the calendar. It is booked at once as a 30-minute block linked to the item, without opening the dialog. Drag the block's bottom edge to make it longer. See Calendar in Plexii.

Change a booked block

• Move it by dragging it to another time or day.
• Change its length by dragging its top or bottom edge.
• Edit everything else by clicking a meeting or a plain block. The same dialog opens with all its details. Make your changes and click Save.

The repeat setting cannot be changed once a block is booked. To change how a block repeats, delete it and book it again.

To delete a block, rest the pointer on it and click the cross. For a repeating block, choose Delete this and future to remove every later occurrence too, or cancel to delete only this one.

Save a meeting to another calendar app

Rest the pointer on a meeting and click the calendar button, Add to my calendar. Then choose:

• Apple Calendar / Outlook to save it as a calendar file you open in that app.
• Google Calendar to open it in Google Calendar in your browser.

To have every block written to a Google or Outlook calendar automatically, see Sign in to Google or Microsoft calendars.

Book time faster

Turn on Drag books instantly in the planner settings (the sliders button beside Plan my day). Dragging across the calendar then books a focus block straight away and lets you type its name right on the block, with no dialog. Click the block later to add more. See Plan my day.

Common questions

Which calendar does a new block go on? Your default Plexii calendar. Choose which one that is in Calendars. See Manage your calendars.

I clicked a block that is linked to an Attention item and the item opened instead. Blocks linked to an Attention item open the item. To change the block's time, drag it or its edges.

My guests did not get an invitation. Check that a mailbox is connected in Mail, and read the notice that appears about ten seconds after you schedule: it names any address the email could not reach.

Can I start the meeting now instead of booking it? Yes, from Meet. See Start or schedule a meeting.

Related tasks

• Calendar in Plexii
• Plan my day
• Start or schedule a meeting
• Meeting invitations and joining
• Manage your calendars