Time Hack: Share a Colleague’s Availability

There are times when you are tasked with scheduling a meeting which you do not need to attend. For these situations, you can simply make yourself optional and your availability will be effectively ignored. While this allows you to provide maximum availability to your guests since your calendar is not blocking their options, it still includes you in the calendar invitation. Furthermore, it will use your location, such as a custom Zoom link, since you are the organizer of the meeting, albeit optional.

Using Team Calendar Pages for Colleagues

The solution is to use Team Calendar pages, but with a twist… You only include a single team member on the “Team” Calendar Page, thus making them the organizer of the invitation:

Because there is only one team member associated with this Calendar Page, it does not matter if it is a Round Robin Calendar Page (schedule it with any one!) or a Combined Calendar Page (schedule it with every one!). Now you can share your colleague’s URL with guests or and more importantly, you can access their availability using the our Copy Times feature accessed from the clock icon on your Team Meeting Templates page!

Now when you copy a block of time and paste it into an email (or WhatsApp, Apple Messages, Facebook Messenger, or elsewhere) you are able to copy only your colleague’s availability, use their location settings, and leave yourself out of the loop!

With the ability to copy times for colleagues, executive assistants have a powerful new weapon in their arsenal to more efficiently schedule meetings for their team.

PRO TIP: Want to be sure that you are notified of the meeting as well? Include yourself as an optional attendee on the meeting invitations by adding your own email address to the Meeting Template setting labeled “Notify other email addresses on calendar invites.”

Boom, done!


Articles in the Time Hacker Series

  1. NEW: Prioritize your people: Get the availability for the most important guests first
  2. NEW: iPhone text replacement: Quick access to your Calendar Pages (on Android, too!)
  3. NEW: Get some FaceTime: Hack your Meeting Template to offer FaceTime URLs
  4. NEW: Cloak your availability: Block out time but still allow certain meetings
  5. NEW: Share a colleague’s availability: Schedule on behalf of your colleagues
  6. NEW: Make guests feel important: Add hidden restrictions to meetings
  7. NEW: Crowd control for calendars: Limit attendees for your group meetings
  8. Look busier than you are: Mask your true availability
  9. Stash a Slash: Surreptitiously include instructions to our AI to save you a step
  10. Automate your responses: Create email workflows to manage meetings for you
  11. Customize your overlap: Use Meeting Templates to optimize time zone overlaps
  12. Separate work and play: Route events to different calendars, personal or professional
  13. Make time for yourself: Instantly block out focus time with an email
  14. Add Amy to your emails with zero clicks: Loop in our AI with a simple email hack
  15. Leave yourself a graceful exit plan: Allow meetings to run long… or cut them short
  16. Gotta keep ’em separated: Double-book your time with multiple guests

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