Agree the role before sending the invitation
When a PA, receptionist or colleague helps with a meeting, it should be clear who will be listed as the organiser. The person coordinating the time and room is not necessarily the person who should be responsible for the meeting invitation. Also agree who follows up if plans change.
Distinguish between creating a meeting in your own calendar and inviting the colleague as an attendee, and planning on the colleague’s behalf in the agreed calendar. Check the organiser details before sending the invitation.
Clarify permissions and the selected calendar
Being able to see available times in a colleague’s calendar does not by itself grant permission to create, change or cancel meetings on their behalf. Ask the calendar administrator or IT to check access in the solution and client you actually use.
Outlook on the web supports scheduling on the calendar owner’s behalf with the relevant permissions and the selected calendar. Follow the guidance for your Outlook version; the title of meeting coordinator does not automatically confer calendar permissions.
Assign one person to each task
Write a short agreement about the process so both the colleague and the person helping know who handles each task. It can be simple:
- Who sends the invitation and subsequent changes?
- Who monitors attendee replies and the room confirmation?
- Who takes over during absences and coordinates changes with reception or the canteen?
Clarify where replies and messages arrive in your setup. Test this with a clearly labelled trial invitation. Do not assume everyone involved automatically receives a copy of every message.
Check the room and related arrangements separately
When plans change, the person responsible should check the meeting time, attendees and room status. If catering has been ordered or visitors registered, make clear who checks those arrangements too. Sending a meeting update does not alone prove that all practical changes have been confirmed.
Try the process with your own users
MyDesk Planner is designed for users including reception staff and PAs who plan on behalf of others. Rooms and permissions are aligned with the company’s calendar setup. Being able to see a meeting does not itself establish that an individual user may change it.
Test creation, a time change and a cancellation with the relevant users and an agreed test room. Check the displayed organiser, invitations and replies. Use the result to describe a routine that a colleague can also follow during absences.
Explore MyDesk Planner for planning on behalf of others.
Read about changes to recurring meetings too.
Read Microsoft’s guide to other people’s calendars in Outlook on the web (in English).