Everything ICAA Meeting Scheduler
does for you
Whether you're coordinating the meeting or attending it, one free account keeps every link, every response, and every confirmed time in one place.
Why teams choose ICAA Meeting Scheduler
Everything you need to get the right people in the same room, faster.
One account, two roles
Register once and switch between tabs: the meetings you coordinate and the meetings you attend — all your links, always recoverable.
Your meetings on a calendar
Both tabs open on a month calendar that always lands on today — confirmed meetings on their day, meetings still picking a time across their window, change alerts right on the chip. Click any meeting to open it, click a day for the details, or flip to the classic list whenever you prefer.
Personal invite links
Every attendee gets their own secure link by email. No passwords needed to respond — it just opens in the browser.
Calendar-aware
Attendees can connect Outlook or Google Calendar in one click. We read only free/busy times — never event titles or details.
Ranked suggestions
Our engine scores every possible slot and surfaces the times that work for the most people — with required attendees always protected.
Live response tracking
The coordinator dashboard updates automatically as responses arrive, with ranked times and one-click selection.
Add to any calendar
Once the time is picked, everyone adds it to Google, Outlook 365, Outlook.com, or Apple Calendar — with your permission, remembered if you choose. Confirmation emails even carry the calendar file (.ics), so it's one tap from the inbox.
Tap-and-drag availability
Attendees mark their free time by tapping or dragging on a visual week grid — 30-minute boxes, phone-friendly, shown in their own time zone, prefilled when they update. Typing times stays available too.
Who's free when
The dashboard maps each attendee's availability — or their votes — in their own color, with overlaps as side-by-side stripes and a solid green square wherever everyone can attend. Click any colored square to schedule it: a dialog shows exactly who can make that time, lets you adjust it, and confirms.
Vote on proposed times
For quick decisions, propose 2–8 times yourself and attendees simply tick what works — the dashboard ranks the options by votes and maps who voted for when, so you can pick the winner from the ranked list or straight off the map. Perfect for social get-togethers.
Any day, any time — or business hours
By default nothing is off-limits: evenings and weekends included, great for family and community events. Flip one switch for business-days-and-hours scheduling, editable live under ⚙ Scheduling preferences — with one-click fixes whenever the rules hide a time everyone could make.
Deadlines & reminders
Set an optional respond-by date — it shows on invites and pages, one click reminds everyone still pending, and an automatic email reminder goes out 24 hours before the deadline (when email sending is configured).
Change the time — everyone knows
Plans change: unschedule with a reason, or let attendees request a change you accept or decline (with your reason shown to them). Every attendee gets a pink "Meeting time changed" alert on their meeting list, the old and new time on their link, and a time-changed email with the updated calendar file.
Coordinate again in one click
Recurring group? Any past meeting prefills a new one — title, attendees, location, preferences, everything — so nothing is retyped. A 📍 location or video link travels to the confirmed page, the emails, and the calendar entry.
QR codes for invites
Turn any personal invite link into a scannable QR code — hold up your screen in person or drop a photo in the group chat, and attendees open their link with their phone camera.
Installable app, light or dark
Add it to your home screen on Android or iPhone for the app-like experience, keep working through connection blips, and enjoy a dark mode that follows your device automatically.
Production-ready
A built-in Scheduler Administrator console configures Azure, IIS, and Cosmos DB deployment, email sending, and live calendar integration — while local testing keeps working with zero setup.
How it works
From “we should meet” to “it's on the calendar” in four steps.
Coordinate your meeting
Set the title, duration, dates, and attendees — any day & any time by default, business hours if you want, or propose times for a quick vote.
Send the links
Email each attendee their personal link — from your own account, one click for everyone, or as a QR code in person.
Responses roll in
Attendees connect a calendar, drag on the week grid, or tick your proposed times. Your dashboard and the color-coded who's-free-when map update live.
Pick the winner
Click a green everyone-can-attend square (or a ranked suggestion), confirm, and everyone gets the time, the location, and the calendar file — then it's right there on your My-meetings calendar.