πŸ—“οΈMeetTimeSync

πŸ“š MeetTimeSync User Guide

Coordinate meeting times quickly and easily! Collect everyone's available times, and let AI recommend the best meeting time.

πŸ“‹ Service overview

What is MeetTimeSync?

MeetTimeSync is a web service that makes it easy to coordinate times for group meetings.

Key features

πŸ“…

Create a meeting

Set the meeting name, period, and expected number of people

πŸ”—

Share an invite link

Invite easily with a link or QR code

⏰

Select available times

Select time slots easily by dragging

πŸ€–

AI time recommendations

OpenAI-based optimal time analysis

⭐

Preferred time rankings

Set your 1st–3rd preferred times

βœ…

Time confirmation notification

Get the confirmed time by email

How it works

Create a meeting
↓
Share invite link
↓
Select times
↓
Complete voting
↓
AI recommendation
↓
Confirm time

πŸš€ Getting started

Accessing the service

Visit https://meettimesync.com in your web browser

πŸ’‘ Supported browsers: Chrome, Safari, Edge, Firefox (latest version recommended)

How to log in

πŸ”΅

Log in with a Google account (recommended)

  1. Click the "Start with Google" button
  2. Select a Google account and log in
  3. Automatically move to the main screen
πŸ‘€

Start anonymously

  1. Click the "Start anonymously" button
  2. Enter a display name (e.g., "John Doe")
  3. Click the "Get started" button

⚠️ Note: With anonymous login, your account may be lost if you clear your browser data. We recommend logging in with Google when managing important meetings.

πŸ‘‘ Host guide

Creating a new meeting

  1. After logging in, click the "Create new meeting" button
  2. Enter the meeting details
  3. Click the "Create meeting" button
ItemDescriptionExample
Meeting nameThe title of the meeting"February team dinner"
Expected attendeesExpected number of participants5 people
Meeting durationHow long the meeting will take2 hours
Survey periodDate range to survey for times1/20 – 1/31
Voting deadlineDeadline for selecting times1/25

Sharing the invite link

πŸ“‹ Copy link

Click the copy button β†’ paste into a messenger, email, etc.

πŸ“± QR code

Save the QR code image or share your screen

Time slot color guide

Everyone available
Some available
No one selected

πŸ‘₯ Participant guide

Joining a meeting

  1. Click the invite link shared by the host
  2. Log in (Google or anonymous)
  3. Automatically move to the meeting detail page

Selecting available times

πŸ–±οΈ On PC (mouse)

  • β€’ Click or drag the time slots you're available
  • β€’ Selected times are shown in green
  • β€’ Click again to deselect

πŸ“± On mobile (touch)

  • β€’ Tap the time slots you're available
  • β€’ Drag to select multiple times
  • β€’ Tap again to deselect

⚠️ Important: the Complete voting button

After selecting all your available times, be sure to press the "Complete voting" button! If you don't press the button, your selected times won't be counted.

πŸ€– AI recommendation feature

Once all participants have completed voting, AI analyzes the optimal time.

AI recommendation conditions

  • βœ“ All expected participants have completed voting
  • βœ“ Or the voting deadline has passed

Viewing AI recommendations

  1. When the conditions are met, the "πŸ€– View AI recommendations" button is enabled
  2. Click the button β†’ AI analysis begins
  3. Up to 3 recommended times are shown

Recommendation result details

Rank1st, 2nd, 3rd
Date/timeRecommended time slot
Available attendeesNumber of people available at that time
Recommendation reasonThe rationale analyzed by AI

βœ… Confirming the meeting time

Confirming the time (host only)

  1. Select your preferred time from the AI recommendations or the calendar
  2. Click the "Confirm this time" button
  3. Click "Confirm" in the confirmation popup

After confirming

  • βœ… An email notification is sent to all participants
  • βœ… The confirmed time is displayed on the meeting page

Adding to your calendar

πŸ”΅ Google Calendar

Click the "Google" button β†’ move to Google Calendar

πŸ“₯ ICS download

Import into Outlook, Apple Calendar, and more

πŸ“… Requesting an extension

If the voting period is too short or scheduling is difficult, participants can request a period extension from the host.

Requesting an extension (participant)

  1. Find the "Request survey period extension" section
  2. Click the "Request extension" button
  3. Select your desired end date
  4. Enter a reason for the request (optional)
  5. Click the "Submit request" button

Handling the request (host)

  1. Receive the extension request notification by email
  2. Go to the meeting detail page
  3. Check the "Period extension request list"
  4. Click "Approve" or "Decline"

❓ Frequently asked questions (FAQ)

Q. I pressed the Complete voting button but nothing happened.

A. Check your internet connection and try refreshing the page. If that doesn't work, try a different browser.

Q. I can't see other participants' selections.

A. A participant's selections only become visible to others after they press the "Complete voting" button. Until voting is completed, only you can see them.

Q. I lost the meeting invite link.

A. Participants should ask the host for the link again. The host can log in and select the meeting from the "My meetings" list to view the invite link again.

Q. The AI recommendation isn't appearing.

A. AI recommendations are enabled once all expected participants have completed voting or the voting deadline has passed.

Q. I'm not receiving email notifications.

A. Please check your spam folder. Also confirm that you logged in with a Google account and that your email address is correct.

Q. It's hard to select times on mobile.

A. Try switching your screen to landscape mode, or zoom in with two fingers before selecting.

πŸ“ž Questions & feedback

If you run into any issues or have suggestions for improvement while using the service, please reach out below.

βœ‰οΈ bodalbuddyaiai@gmail.com