This document provides instructions for scheduling a meeting using the IEEE vTools Meetings tool. It explains how to fill out the required meeting information form, including selecting dates and locations. It also describes how to add a map link to show the meeting location. Once all information is filled out, the meeting can be created and will be viewable by other IEEE section members.

1. PRESENTS

2. Table of Contents
Scheduling a meeting
– Schedule Meeting Form
– Selection of Organizational Unit
– Setting Meeting Dates
– Adding a Map to show location of meeting
Reviewing the scheduled meeting
2

3. Scheduling a meeting
Click on “Schedule a
Meeting”
3

4. Scheduling a meeting – cont’d.
4
Fill in the meeting information. The
information in red (also marked with an
asterisk (*) is required).
Note that there are several drop downs.
Make sure to choose the appropriate value
from the provided list.

5. The Region and Section will be preselected
for you based on your IEEE member data.
For example, if you are a member of the
Philadelphia Section in Region 2, you will
see options similar to what is seen here.
Note the hints next to the input fields. They
aid users in dealing with common meeting
tasks. For example, Registration Start and
End time fields have an important hint about
how to turn the registration functionality off.
Scheduling a meeting – cont’d.
To modify date, click
on the calendar icon
5

6. Scheduling a meeting – cont’d.
Here is an example of details
filled into the appropriate fields
6

7. You can use Yahoo! Maps, Google
Maps, etc. to provide a link to a map
of the meeting location.
You can use the built-in registration
functionality or link to a third party
registration system.
Let’s copy the URL using the “Link”
function, and then paste it in the
Meetings tool.
Scheduling a meeting – cont’d.
7

8. Then, click “Create.”
Scheduling a meeting – cont’d.
8

9. Here is the completed
meeting, as it will be viewed by
members of the section.
Reviewing the scheduled meeting
9

10. Thank you!
Thank you for viewing the tutorial. Please remember to visit
vTools’ site (http://vtools.ieee.org) to learn more about our
projects. If you have any questions regarding vTools.Meetings,
please e-mail us at: meetings-vtools@ieee.org.
Thank you!
10