Hybrid work model – make it work with the TIMIFY Online Calendar

Hybrid Work Model TIMIFY

How teams work together is constantly evolving. Most recently, due to the coronavirus pandemic, teams had to find new ways to collaborate while being physically separated from one another.

Entire teams are increasingly working either 100% from home or have adopted a hybrid work model, working from home and the office. For this to work efficiently, an online calendar is an important tool for successful collaboration.

There are various online calendar options, but they often don’t meet all user requirements. Calendars need to be easy to use, flexible, sharable, adaptable to various user needs and be easy to implement. Data protection is also important and often requires a dedicated solution.

This is where the TIMIFY online calendar excels. TIMIFY was developed for online scheduling as well as office and resource management. Being user-friendly and functional runs through its core. Besides managing client appointments, many users, often with hybrid work models, use TIMIFY for handling their internal schedules and team organisation.

TIMIFY online calendars are flexible

Every team or company is different and has different calendar requirements. TIMIFY offers a variety of adaptations to create a calendar tailored to individual needs.

Share online calendars

No matter how big a company is, an unlimited number of employees can be added to a TIMIFY calendar.

An unlimited number of other resources such as meeting rooms or devices (e.g. projectors or laptops) can be added to calendar events. Each user can decide whether or not they want to share part or all of their calendar with their team.

Define administrative privileges

TIMIFY Shared Calendar

The account holder automatically has all admin rights. They can grant team members different levels of authorisation and determine who can see the calendar, who can make changes or delete appointments, or who can view statistics.

Synchronise calendars

TIMIFY Calendar Synchronisation Apps

If a team member uses a different calendar privately or if appointments with external people are created via TIMIFY, other calendars such as Exchange, Office 365 or Google Calendar can be connected easily to TIMIFY.

Users can see the current calendar information through real-time synchronisation. This can be adjusted in one or both directions.

This means that all calendars are always up to date and are always available for appointments.

TIMIFY online calendars are clean

Regardless of company size, what makes a good calendar is that everything can be found and viewed easily. It should not be difficult to see who is available. Our shared shift plan forms the basis for better communication, transparency and efficiency for everyone.

View real-time availability

Coordinating variable hours, holidays, and free time can be a challenge for companies. Successful collaboration needs to have a central view of the working hours and availability of all employees, which shows changes in real-time.

TIMIFY enables teams to see at a glance who is currently working from where, who is available part-time and who is on vacation or sick. This live view of the work plan in the TIMIFY calendar is a simple way of tracking the availability of the entire team, even across different time zones or workspaces.

Categorise teams

To maintain the best overview in a large company, we have developed categorisation options. For example, teams can be organised into internal groups, such as the marketing or sales department, and colour-coded for even faster assignment. In the view for a single day, the calendars of up to five people can be displayed simultaneously, or up to 11 in the weekly view.

View availability across platforms

Regardless of where a team member is, the calendar can be viewed, updated or edited from anywhere and regardless of the device – depending on their level of authorisation. This enables colleagues to check team availability.

TIMIFY online calendars are convenient

The main function of a shared calendar is to organise everyone’s calendars and make scheduling easy. However, planning an appointment can quickly develop into an enormous challenge if the number of participants is particularly high, the participants are in different locations or time zones, or if equipment must also be reserved.

Everything available in one place

With TIMIFY’s online calendar, appointments can be scheduled according to your requirements, regardless of whether it is an individual or a group appointment. Rooms or devices can be reserved, or you can designate whether the entirety of the meeting should take place in a specific location or virtually. Recurring appointments or scheduling changes are quick to implement. Regardless of the type of appointment, they are all brought together in one place.

Create video appointments

TIMIFY Video Appointment Integrations

It is extremely important to stay in touch as a team, especially for companies with a hybrid work model. Many TIMIFY clients use the TIMIFY integrations for Zoom and GoToMeeting to easily create one-on-one or group meetings, which fit seamlessly into the calendar. TIMIFY organises the entire process, during which all participants and resources are automatically added to the booking. The video call is easily joined via a link in the booking confirmation, without having to download anything.

Send notifications automatically

TIMIFY Appointment Notifications

As soon as appointments are set, a message is sent to everyone involved and appears in all calendars. Reminders, changes or cancellations can also be sent automatically by email or SMS.

The calendar synchronises everything immediately and is visible to all users of the shared calendar.

TIMIFY online calendars are ideal for groups 

For users with hybrid work models, TIMIFY’s booking links have proven particularly useful. These are pre-set links that automatically schedule an appointment based on your pre-defined criteria, whether that be with defined groups or external partners. 

TIMIFY Booking Links App

This feature can be used to create individual links that lead to a calendar where the location, the length of the meeting, the participants, specific equipment or special time slots are already pre-populated. 

The only thing left is to select the time for a meeting, without having to send e-mails or check availability. When looking for a suitable date for everyone, specific time periods can even be set in which the available slots are displayed, e.g. Tuesday or Wednesday afternoons only. Making appointments for groups has never been easier.

TIMIFY online calendars are secure

We know how sensitive business data is, which is why the security of our software and the transparency of data processing is very important to us. For this reason, we comply with the latest and strictest data protection guidelines and act in accordance with GDPR. All data is stored exclusively in the cloud, in secure Amazon Web Services data centres located in Europe, and is not passed on to third parties under any circumstances. Further information on data protection measures can be found on our website.

Online calendars can do much more than just show what’s coming up next. A great online calendar makes it easy to plan projects, manage time more efficiently, and stay on top of everything that’s going on with your team.

Test the TIMIFY online calendar to see how your team can be more successful and productive.

Author: TIMIFY

TIMIFY is an online scheduling and resource management software for medium and large businesses. The cloud based software as a service (SaaS) is comprised of an intelligent yet easy to use booking system, with a wide range of customisable features.

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