Meetings: Schedule meetings with your team from Jira

The meetings integration allows you to easily schedule Outlook or Microsoft Teams meetings directly from your Jira issue. Quickly set up meetings by selecting the most convenient time slot using the calendar overview. The app automatically suggests meeting times for all involved users, taking into account different time zones and each user's configured working hours.

Once you send out the meeting from Jira, an Outlook meeting invitation is send to all participants, visible in their Outlook and Microsoft Teams calendar.

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Feature at a glance

Working with and using Outlook meetings in your Jira issues simplifies communication and boosts collaboration on tickets and projects with your team. Our app automatically suggests available time slots based on the team members' Outlook calendar availability, allowing you to schedule meetings in just a few clicks.

Initiate an Outlook meeting

Meetings are helpful and oftentimes a requirement to decide on the next steps or to jointly work together on a project.

Schedule Outlook meetings directly in the Jira issue and have all relevant information accessible. Use the sidebar to choose and pick a suitable time slot. All available time slots are based on the Outlook calendar availabilities of the participants involved in the meeting.

Check the sharing and comment options below to enhance meeting accessibility and facilitate information sharing with your team members.

Work with templates

Meeting descriptions can be pre-defined via templates, if they are set-up in the global settings.

However, you can customize the meeting's purpose by directly editing the description. Alternatively, choose a different template from the available options.

Sharing options for meetings

When scheduling a meeting, you can customize the sharing settings to control who can join the meeting right from the Jira issue. This is particularly useful for sensitive topics, enabling you to choose between public and private access.

🔐 Private: Meeting default permissions are respected, meaning only meeting attendees can access the meeting and its associated chat.

🏢 Public: Public access allows any user logged into their MS 365 account to join the meeting. Even those users being involved in the issue, but not explicitly invited to the meeting, may participate, if they choose.

Access information centrally (in Jira)

Once a meeting is scheduled, it will instantly appear in the related meetings panel of your Jira issue, making it visible and accessible to all participants.

This facilitates transparent information sharing regarding important dates and provides easy access for team members to join the meeting (if sharing options have been set accordingly).

Call via MS Teams directly

Checking your colleagues' availability in real time before calling saves valuable time. To optimize workflows and eliminate the need to switch between tools, view MS Teams availabilities directly within Jira's glance view.

Direct sync in Jira and Outlook

Whenever a meeting is scheduled directly from a Jira issue, our meetings integration automatically sends a separate Outlook meeting invitation.

Access your meeting details seamlessly through both your Jira and Microsoft Outlook calendars (see: Work with Outlook calendars in Jira). This integrated approach maintains information consistency across your work applications.

Feature configuration

We provide primary configuration options at the admin level (refer to: admin configuration) along with some minor configurations available for individual users (refer to: user configuration).

User configuration

When working in Jira and using the Outlook meetings integration, users can customize meeting options directly within the meetings panel in Jira.

Admin configuration

🗓️ Working with Outlook meetings in Jira does not need specific requirements to be met.

The Jira administrator must enable the meetings feature within the global settings. Once this feature is activated, users will have the capability to schedule Outlook meetings right from the issue with customers or team members.

☑️ Organize meetings using different modes.

Schedule a meeting using either simple or advanced mode, depending on your need for additional settings.

Useful links

• Further information as well as the technical reference on shared office items can be found here: Sharing access to Microsoft 365 items