Excel Weekly Meeting Calendar

[Audrey_Jones]

Hi,

I'm trying to collate a bunch of meeting data across 3 different companies working on the same project into a easy to access and view format

I'm wanting to
- visually see all the regular reoccurring meetings happening in a week - relevant to the project across the 3 different companies

this would allow all team members to audit the suitability of current & new meetings, find gaps for new regular meetings & see where things can be raised into existing meetings as required instead of booking new meetings​

- be able to scroll through the weeks or set a date range to see fortnightly or monthly meetings that are less frequent

Currently struggling with how to approach pulling the meeting dates, start/finish time into a daily planner to match my idea (1st Image) , while still making it readable as there are multiple meetings happening at the same time
Condensing multiple meetings that overlapped into one column was the only solution I had been able to find so far and it was looking very messy, while making the additional conditional formatting I was trying to lay on top impossible to decipher

hoping that someone maybe able to get me started in the right direction?

overview of all current meetings/ final idea was wanting to automate

Data that I was trying to reference back to

 

[awoohaw]

@Audrey_Jones , if possible can you post these sheets with the xl2bb add in (link below). It would help us help you. As the forum users cannot do much with images, and have to completely build your scenario to work out and test possible solutions.

 

[Audrey_Jones]

Meeting Calendar_test.xlsx
	A	B	C	D	E	F	G	H	I	J	K	L	M	N	O	P	Q
1			Select Meeting Person	Drop down list of names on project	Select Date Range	Date Range		Total Meeting Hours	total sum of meeting hours for name selected/week				upcoming - fortnightly / monthly - see notes	ON HOLD	Company 1 ONLY	Company 2 only	Joint meeting
2
3	time	Monday, 6 March 2023			Tuesday, 7 March 2023					Wednesday, 8 March 2023			Thursday, 9 March 2023			Friday, 10 March 2023
4	7:00
5	7:15
6	7:30
7	7:45
8	8:00
9	8:15
10	8:30
11	8:45
12	9:00		9:00 - 10:00 Project Disc Leads Weekly Meeting Company 1 Eng Leadership			9:00 - 10:00 Project Modelling Leads Meeting Company 1 Modelling Leads + Digital Lead				9:00 - 10:00 Project Weekly Catch-Up Company 1 Proj Management
13	9:15
14	9:30							9:30 - 10:30 Project - Operations Readiness Company 2 + Company 1
15	9:45				9:50 - 10:00 project Stand up								9:50 - 10:00 project Stand up			9:50 - 10:00 project Stand up
16	10:00	10:00 - 11:00 Project - Piping Design Meeting Company 2 + Company 1		10:00 - 11:00 Project Informal Model Review Meeting Company 2 + Company 1 Digital Lead		10:00 - 11:00 JV Steer CO (fortnightly)				10:00 - 11:00 Project - Combined Technical Safety (weekly) Company 2 + Company 1	10:00 - 11:00 Project - Combined Technical Safety (weekly) + Process Meeting (fortnightly) Company 2 + Company 1
17	10:15				10:15 - 10:30 Project FS Catch-Up Company 2 + Company 1 Proj Management								10:15 - 10:30 Project FS Catch-Up Company 2 + Company 1 Proj Management
18	10:30		10:30 - 12:00 Project - HV Meeting Company 2 + Company 1		10:30 - 11:00 Company 2 Water Check-in & Forecast Company 1									10:30 - 11:00 Company 2 Water Check-in & Forecast Company 1	10:30 - 12:00 Project - Process Meeting Company 2 + Company 1
19	10:45
20	11:00				11:00 - 12:00 Project - Engineering Management Meeting Company 2 + Company 1 Eng Mgt	11:00 - 12:00 Project - OR Forecasting Weekly Meeting Company 1		11:00 - 12:00 Project - Mechanical and Piping Meeting Company 2 + Company 1 Eng Mgt	11:00 - 11:45 GI FS: Mechanical Team Weekly Meeting Company 2 Mech. Eng.	11:00 - 12:00 Project - OR Weekly Schedule Review & Update Company 2 + Company 1	11:00 - 12:00 Project Eng Mgt - Weekly Meeting Company 2 + Company 1 Eng Mgt		11:00 - 12:00 Project - Project Management Meeting Company 2 + Company 1 Proj Management	11:00 - 11:45 Project - Water Check-in Company 2 + Company 1
21	11:15
22	11:30	11:30 - 12:00 project - Company 2 SteerCo					11:30 - 12:30 Project Management Team: GI FS Company 2 + Company 1 Proj Management
23	11:45
24	12:00									12:00 - 12:30 Weekly CSR PSR Meeting		Company 1 Weekly Report Due Wednesdays 12pm
25	12:15
26	12:30				12:30 - 13:30 Company 2/Company 3 - Procurement working group					12:30 - 13:00 project - Eng Risk Register Review	12:30 - 13:00 GI Recuitment update Company 2
27	12:45
28	13:00	13:00 - 13:45 Project - Water Check-in Company 2 + Company 1		13:00 - 14:00 Weekly Civil and Structural Meeting Company 2 + Company 1		13:00 - 14:00 EI&C Technical Meeting (LV Electrical Technical Meeting)				13:00 - 14:00 JV Project Meeting Company 2 + Company 3			13:00 - 14:00 Weekly C&P Update Company 2	13:00 - 14:00 project Company 2/Company 3 Technical Meeting Company 2 + Company 3 + Company 1
29	13:15
30	13:30		13:30 - 14:30 Project - HV Internal Meeting Company 1 HV Team		13:30 - 13:55 Regional Project Meeting
31	13:45
32	14:00			14:00 - 14:45 Project - Mech team meeting Company 1 Mech team	14:00 - 14:30 PLQ - Geotech Touch Base					14:00 - 15:00 I&C Technical Meeting Company 2 + Company 1			14:00 - 15:00 Company 2 / Company 1 - Fortnightly Commercial Discussion
33	14:15
34	14:30					14:30 - 16:00 Project: Engineering Team weekly meeting
35	14:45
36	15:00				15:00 - 16:00 GHGH Controls - Company 1					15:00 - 16:00 Change Meeting (Company 1 & Wider Project Company 2	15:00 - 16:00 Environment Catch-up Company 2 + Company 1		15:00 - 16:00 Project C&P Catch-up Company 2 + Company 1
37	15:15
38	15:30	15:30 - 16:00 Company 2 Scheduling Update												15:30 - 16:00 Company 3/Company 2 Fortnightly report
39	15:45
40	16:00	16:00 - 17:00 Company 2 - Project Meeting											16:00 - 17:00 Intergration Team Meeting - Company 1
41	16:15
42	16:30									16:30 - 17:00 project Development Application - Request for Information
43	16:45
44	17:00
45	17:15
46	17:30
47	17:45
48	18:00
49	18:15
50	18:30
51	18:45
52	19:00													Company 2 SteerCo Dashboard Report DUE COB
53	19:15
54	19:30
55	19:45
56	20:00
Meetings

Meeting Calendar_test.xlsx
	A	B	C	D	E	F	G	H	I	J	K	L	M	N	O	P	Q	R	S	T	U	V	W
1	Meeting Name	Day of the Week	Frequency	Start Time	Finish Time	DATE
2	10:00 - 11:00 project - Piping Design Meeting company 2 + company 1	Monday	Weekly	10:00	11:00	6/03/2023	13/03/2023	20/03/2023	27/03/2023	3/04/2023	10/04/2023	17/04/2023	24/04/2023	1/05/2023	8/05/2023	15/05/2023	22/05/2023	29/05/2023	5/06/2023	12/06/2023	19/06/2023	26/06/2023	3/07/2023
3	15:30 - 16:00 company 2 Scheduling Update	Monday	Weekly	15:30	16:00	6/03/2023	13/03/2023	20/03/2023	27/03/2023	3/04/2023	10/04/2023	17/04/2023	24/04/2023	1/05/2023	8/05/2023	15/05/2023	22/05/2023	29/05/2023	5/06/2023	12/06/2023	19/06/2023	26/06/2023	3/07/2023
4	16:00 - 17:00 company 2 - Project Meeting	Monday	Weekly	16:00	17:00	6/03/2023	13/03/2023	20/03/2023	27/03/2023	3/04/2023	10/04/2023	17/04/2023	24/04/2023	1/05/2023	8/05/2023	15/05/2023	22/05/2023	29/05/2023	5/06/2023	12/06/2023	19/06/2023	26/06/2023	3/07/2023
5	10:30 - 12:00 project - HV Meeting company 2 + company 1	Monday	Weekly	10:30	12:00	6/03/2023	13/03/2023	20/03/2023	27/03/2023	3/04/2023	10/04/2023	17/04/2023	24/04/2023	1/05/2023	8/05/2023	15/05/2023	22/05/2023	29/05/2023	5/06/2023	12/06/2023	19/06/2023	26/06/2023	3/07/2023
6	13:00 - 13:45 project - Water Check-in company 2 + company 1	Monday	Weekly	13:00	13:45	6/03/2023	13/03/2023	20/03/2023	27/03/2023	3/04/2023	10/04/2023	17/04/2023	24/04/2023	1/05/2023	8/05/2023	15/05/2023	22/05/2023	29/05/2023	5/06/2023	12/06/2023	19/06/2023	26/06/2023	3/07/2023
7	13:30 - 14:30 project - HV Internal Meeting company 1 HV Team	Monday	Weekly	13:30	14:30	6/03/2023	13/03/2023	20/03/2023	27/03/2023	3/04/2023	10/04/2023	17/04/2023	24/04/2023	1/05/2023	8/05/2023	15/05/2023	22/05/2023	29/05/2023	5/06/2023	12/06/2023	19/06/2023	26/06/2023	3/07/2023
8	9:00 - 10:00 project Disc Leads Weekly Meeting company 1 Eng Leadership	Monday	Weekly	9:00	10:00	6/03/2023	13/03/2023	20/03/2023	27/03/2023	3/04/2023	10/04/2023	17/04/2023	24/04/2023	1/05/2023	8/05/2023	15/05/2023	22/05/2023	29/05/2023	5/06/2023	12/06/2023	19/06/2023	26/06/2023	3/07/2023
9	14:00 - 14:45 project - Mech team meeting company 1 Mech team	Monday	Weekly	14:00	14:45	6/03/2023	13/03/2023	20/03/2023	27/03/2023	3/04/2023	10/04/2023	17/04/2023	24/04/2023	1/05/2023	8/05/2023	15/05/2023	22/05/2023	29/05/2023	5/06/2023	12/06/2023	19/06/2023	26/06/2023	3/07/2023
10	10:00 - 11:00 project Informal Model Review Meeting company 2 + company 1 Dital Lead	Monday	Weekly	10:00	11:00	6/03/2023	13/03/2023	20/03/2023	27/03/2023	3/04/2023	10/04/2023	17/04/2023	24/04/2023	1/05/2023	8/05/2023	15/05/2023	22/05/2023	29/05/2023	5/06/2023	12/06/2023	19/06/2023	26/06/2023	3/07/2023
11	13:00 - 14:00 Weekly Civil and Structural Meeting company 2 + company 1	Monday	Weekly	13:00	14:00	6/03/2023	13/03/2023	20/03/2023	27/03/2023	3/04/2023	10/04/2023	17/04/2023	24/04/2023	1/05/2023	8/05/2023	15/05/2023	22/05/2023	29/05/2023	5/06/2023	12/06/2023	19/06/2023	26/06/2023	3/07/2023
12	11:30 - 12:00 project - company 2 Internal SteerCo/Wkly Leadership Mtg	Monday	weekly	11:30	12:00	13/03/2023	20/03/2023	27/03/2023	3/04/2023	10/04/2023	17/04/2023	24/04/2023	1/05/2023	8/05/2023	15/05/2023	22/05/2023	29/05/2023	5/06/2023	12/06/2023	19/06/2023	26/06/2023	3/07/2023	10/07/2023
13	9:50 - 10:00 project Stand up	Tuesday	Weekly	9:50	10:00	7/03/2023	14/03/2023	21/03/2023	28/03/2023	4/04/2023	11/04/2023	18/04/2023	25/04/2023	2/05/2023	9/05/2023	16/05/2023	23/05/2023	30/05/2023	6/06/2023	13/06/2023	20/06/2023	27/06/2023	4/07/2023
14	9:50 - 10:00 project Stand up	Thursday	Weekly	9:50	10:00	9/03/2023	16/03/2023	23/03/2023	30/03/2023	6/04/2023	13/04/2023	20/04/2023	27/04/2023	4/05/2023	11/05/2023	18/05/2023	25/05/2023	1/06/2023	8/06/2023	15/06/2023	22/06/2023	29/06/2023	6/07/2023
15	9:50 - 10:00 project Stand up	Friday	Weekly	9:50	10:00	10/03/2023	17/03/2023	24/03/2023	31/03/2023	7/04/2023	14/04/2023	21/04/2023	28/04/2023	5/05/2023	12/05/2023	19/05/2023	26/05/2023	2/06/2023	9/06/2023	16/06/2023	23/06/2023	30/06/2023	7/07/2023
16	10:15 - 10:30 project FS Catch-Up company 2 + company 1 Proj Management	Tuesday	Weekly	14:45	15:00	7/03/2023	14/03/2023	21/03/2023	28/03/2023	4/04/2023	11/04/2023	18/04/2023	25/04/2023	2/05/2023	9/05/2023	16/05/2023	23/05/2023	30/05/2023	6/06/2023	13/06/2023	20/06/2023	27/06/2023	4/07/2023
17	11:00 - 12:00 project - Enneering Management Meeting company 2 + company 1 Eng Mgt	Tuesday	Weekly	11:00	12:00	7/03/2023	14/03/2023	21/03/2023	28/03/2023	4/04/2023	11/04/2023	18/04/2023	25/04/2023	2/05/2023	9/05/2023	16/05/2023	23/05/2023	30/05/2023	6/06/2023	13/06/2023	20/06/2023	27/06/2023	4/07/2023
18	12:30 - 13:30 company 2/Company 3 - Procurement working group	Tuesday	Weekly	12:30	13:30	7/03/2023	14/03/2023	21/03/2023	28/03/2023	4/04/2023	11/04/2023	18/04/2023	25/04/2023	2/05/2023	9/05/2023	16/05/2023	23/05/2023	30/05/2023	6/06/2023	13/06/2023	20/06/2023	27/06/2023	4/07/2023
19	13:30 - 13:55 Regional Project Meeting	Tuesday	Weekly	13:30	13:55	7/03/2023	14/03/2023	21/03/2023	28/03/2023	4/04/2023	11/04/2023	18/04/2023	25/04/2023	2/05/2023	9/05/2023	16/05/2023	23/05/2023	30/05/2023	6/06/2023	13/06/2023	20/06/2023	27/06/2023	4/07/2023
20	15:00 - 16:00 GHGH Controls - company 1	Tuesday	Weekly	15:00	16:00
21	10:00 - 11:00 JV Steer CO (fortnightly)	Tuesday	Fortnightly	10:00	11:00	7/03/2023	21/03/2023	4/04/2023	18/04/2023	2/05/2023	16/05/2023	30/05/2023	13/06/2023	27/06/2023	11/07/2023	25/07/2023	8/08/2023	22/08/2023	5/09/2023	19/09/2023	3/10/2023	17/10/2023
22	9:00 - 10:00 project Modelling Leads Meeting company 1 Modelling Leads + Dital Lead	Tuesday	Fortnightly	9:00	10:00	7/03/2023	21/03/2023	4/04/2023	18/04/2023	2/05/2023	16/05/2023	30/05/2023	13/06/2023	27/06/2023	11/07/2023	25/07/2023	8/08/2023	22/08/2023	5/09/2023	19/09/2023	3/10/2023	17/10/2023
23	10:30 - 11:00 company 2 Water Check-in & Forecast company 1	Tuesday	Weekly	10:30	11:00	7/03/2023	14/03/2023	21/03/2023	28/03/2023	4/04/2023	11/04/2023	18/04/2023	25/04/2023	2/05/2023	9/05/2023	16/05/2023	23/05/2023	30/05/2023	6/06/2023	13/06/2023	20/06/2023	27/06/2023	4/07/2023
24	11:00 - 12:00 project - OR Forecasting Weekly Meeting company 1	Tuesday	Weekly	11:00	12:00	7/03/2023	14/03/2023	21/03/2023	28/03/2023	4/04/2023	11/04/2023	18/04/2023	25/04/2023	2/05/2023	9/05/2023	16/05/2023	23/05/2023	30/05/2023	6/06/2023	13/06/2023	20/06/2023	27/06/2023	4/07/2023
25	11:30 - 12:30 Project Management Team: FS company 2 + company 1 Proj Management	Tuesday	4 weekly	11:30	12:30	21/03/2023	18/04/2023	16/05/2023	13/06/2023	11/07/2023	8/08/2023	5/09/2023	3/10/2023	31/10/2023	28/11/2023	26/12/2023
26	14:00 - 14:30 - PLQ - Geotech Touch Base	Tuesday	Weekly	14:00	14:30	7/03/2023	14/03/2023	21/03/2023	28/03/2023	4/04/2023	11/04/2023	18/04/2023	25/04/2023	2/05/2023	9/05/2023	16/05/2023	23/05/2023	30/05/2023	6/06/2023	13/06/2023	20/06/2023	27/06/2023	4/07/2023
27	14:30 - 16:00 -Project: Enneering Team weekly meeting	Tuesday	Weekly	14:30	16:00	7/03/2023	14/03/2023	21/03/2023	28/03/2023	4/04/2023	11/04/2023	18/04/2023	25/04/2023	2/05/2023	9/05/2023	16/05/2023	23/05/2023	30/05/2023	6/06/2023	13/06/2023	20/06/2023	27/06/2023	4/07/2023
28	11:00 - 12:00 project - Mechanical and Piping Meeting company 2 + company 1 Eng Mgt	Tuesday	Weekly	11:00	12:00	7/03/2023	14/03/2023	21/03/2023	28/03/2023	4/04/2023	11/04/2023	18/04/2023	25/04/2023	2/05/2023	9/05/2023	16/05/2023	23/05/2023	30/05/2023	6/06/2023	13/06/2023	20/06/2023	27/06/2023	4/07/2023
29	11:00 - 11:45 FS: Mechanical Team Weekly Meeting company 2 Mech. Eng.	Tuesday	Weekly	11:00	11:45	7/03/2023	14/03/2023	21/03/2023	28/03/2023	4/04/2023	11/04/2023	18/04/2023	25/04/2023	2/05/2023	9/05/2023	16/05/2023	23/05/2023	30/05/2023	6/06/2023	13/06/2023	20/06/2023	27/06/2023	4/07/2023
30	13:00 - 14:00 EI&C Technical Meeting company 2 Elec. I&C	Tuesday	Weekly	13:00	14:00	7/03/2023	14/03/2023	21/03/2023	28/03/2023	4/04/2023	11/04/2023	18/04/2023	25/04/2023	2/05/2023	9/05/2023	16/05/2023	23/05/2023	30/05/2023	6/06/2023	13/06/2023	20/06/2023	27/06/2023	4/07/2023
31	9:30 - 10:30 project - Operations Readiness company 2 + company 1	Tuesday	Weekly	9:30	10:30	7/03/2023	14/03/2023	21/03/2023	28/03/2023	4/04/2023	11/04/2023	18/04/2023	25/04/2023	2/05/2023	9/05/2023	16/05/2023	23/05/2023	30/05/2023	6/06/2023	13/06/2023	20/06/2023	27/06/2023	4/07/2023
32	12:00 - 12:30 Weekly CSR PSR Meeting company 2	Wednesday	Weekly	12:00	12:30	8/03/2023	15/03/2023	22/03/2023	29/03/2023	5/04/2023	12/04/2023	19/04/2023	26/04/2023	3/05/2023	10/05/2023	17/05/2023	24/05/2023	31/05/2023	7/06/2023	14/06/2023	21/06/2023	28/06/2023	5/07/2023
33	12:30 - 13:00 Recuitment update company 2	Wednesday	Fortnightly	12:30	13:00	15/03/2023	29/03/2023	12/04/2023	26/04/2023	10/05/2023	24/05/2023	7/06/2023	21/06/2023	5/07/2023	19/07/2023	2/08/2023	16/08/2023	30/08/2023
34	13:00 - 14:00 JV Project Meeting company 2 + Company 3	Wednesday	Weekly	13:00	14:00	8/03/2023	15/03/2023	22/03/2023	29/03/2023	5/04/2023	12/04/2023	19/04/2023	26/04/2023	3/05/2023	10/05/2023	17/05/2023	24/05/2023	31/05/2023	7/06/2023	14/06/2023	21/06/2023	28/06/2023	5/07/2023
35	15:00 - 16:00 Change Meeting (company 1 & Wider Project company 2	Wednesday	Weekly	15:00	16:00	8/03/2023	15/03/2023	22/03/2023	29/03/2023	5/04/2023	12/04/2023	19/04/2023	26/04/2023	3/05/2023	10/05/2023	17/05/2023	24/05/2023	31/05/2023	7/06/2023	14/06/2023	21/06/2023	28/06/2023	5/07/2023
36	9:00 - 10:00 project Weekly Catch-Up company 1 Proj Management	Wednesday	Weekly	9:00	10:00	8/03/2023	15/03/2023	22/03/2023	29/03/2023	5/04/2023	12/04/2023	19/04/2023	26/04/2023	3/05/2023	10/05/2023	17/05/2023	24/05/2023	31/05/2023	7/06/2023	14/06/2023	21/06/2023	28/06/2023	5/07/2023
37	10:00 - 11:00 project - Combined Technical Safety (weekly) company 2 + company 1	Wednesday	Weekly	10:00	11:00	8/03/2023	15/03/2023	22/03/2023	29/03/2023	5/04/2023	12/04/2023	19/04/2023	26/04/2023	3/05/2023	10/05/2023	17/05/2023	24/05/2023	31/05/2023	7/06/2023	14/06/2023	21/06/2023	28/06/2023	5/07/2023
38	10:00 - 11:00 project - Combined Technical Safety (weekly) + Process Meeting (fortnightly) company 2 + company 1	Wednesday	weekly	10:00	11:00	8/03/2023	15/03/2023	22/03/2023	29/03/2023	5/04/2023	12/04/2023	19/04/2023	26/04/2023	3/05/2023	10/05/2023	17/05/2023	24/05/2023	31/05/2023	7/06/2023	14/06/2023	21/06/2023	28/06/2023	5/07/2023
39	11:00 - 12:00 project - OR Weekly Schedule Review & Update company 2 + company 1	Wednesday	Weekly	11:00	12:00	8/03/2023	15/03/2023	22/03/2023	29/03/2023	5/04/2023	12/04/2023	19/04/2023	26/04/2023	3/05/2023	10/05/2023	17/05/2023	24/05/2023	31/05/2023	7/06/2023	14/06/2023	21/06/2023	28/06/2023	5/07/2023
40	14:00 - 15:00 I&C Technical Meeting company 2 + company 1	Wednesday	Weekly	14:00	15:00	8/03/2023	15/03/2023	22/03/2023	29/03/2023	5/04/2023	12/04/2023	19/04/2023	26/04/2023	3/05/2023	10/05/2023	17/05/2023	24/05/2023	31/05/2023	7/06/2023	14/06/2023	21/06/2023	28/06/2023	5/07/2023
41	15:00 - 16:00 Environment Catch-up company 2 + company 1	Wednesday	Weekly	15:00	16:00	8/03/2023	15/03/2023	22/03/2023	29/03/2023	5/04/2023	12/04/2023	19/04/2023	26/04/2023	3/05/2023	10/05/2023	17/05/2023	24/05/2023	31/05/2023	7/06/2023	14/06/2023	21/06/2023	28/06/2023	5/07/2023
42	company 1 Weekly Report Due Wednesdays 12pm	Wednesday	Weekly	12:00	12:00	8/03/2023	15/03/2023	22/03/2023	29/03/2023	5/04/2023	12/04/2023	19/04/2023	26/04/2023	3/05/2023	10/05/2023	17/05/2023	24/05/2023	31/05/2023	7/06/2023	14/06/2023	21/06/2023	28/06/2023	5/07/2023
43	11:00 - 12:00 project Eng Mgt - Weekly Meeting company 2 + company 1 Eng Mgt	Wednesday	Weekly	11:00	12:00	8/03/2023	15/03/2023	22/03/2023	29/03/2023	5/04/2023	12/04/2023	19/04/2023	26/04/2023	3/05/2023	10/05/2023	17/05/2023	24/05/2023	31/05/2023	7/06/2023	14/06/2023	21/06/2023	28/06/2023	5/07/2023
44	12:30 - 13:00 project - Eng Risk Rester Review	Wednesday	Fortnightly	12:30	13:00	8/03/2023	22/03/2023	5/04/2023	19/04/2023	3/05/2023	17/05/2023	31/05/2023	14/06/2023	28/06/2023	12/07/2023	26/07/2023	9/08/2023	23/08/2023	6/09/2023	20/09/2023
45	16:30 - 17:00 project Development Application - Request for Information	Wednesday	Weekly	16:30	17:00	8/03/2023	15/03/2023	22/03/2023	29/03/2023	5/04/2023	12/04/2023	19/04/2023	26/04/2023	3/05/2023	10/05/2023	17/05/2023	24/05/2023	31/05/2023	7/06/2023	14/06/2023	21/06/2023	28/06/2023	5/07/2023
46	10:15 - 10:30 project FS Catch-Up company 2 + company 1 Proj Management	Thursday	Weekly	10:15	10:30	9/03/2023	16/03/2023	23/03/2023	30/03/2023	6/04/2023	13/04/2023	20/04/2023	27/04/2023	4/05/2023	11/05/2023	18/05/2023	25/05/2023	1/06/2023	8/06/2023	15/06/2023	22/06/2023	29/06/2023	6/07/2023
47	11:00 - 12:00 project - Project Management Meeting company 2 + company 1 Proj Management	Thursday	Weekly	11:00	12:00	9/03/2023	16/03/2023	23/03/2023	30/03/2023	6/04/2023	13/04/2023	20/04/2023	27/04/2023	4/05/2023	11/05/2023	18/05/2023	25/05/2023	1/06/2023	8/06/2023	15/06/2023	22/06/2023	29/06/2023	6/07/2023
48	10:30 - 11:00 company 2 Water Check-in & Forecast company 1	Thursday	Weekly	10:30	11:00	9/03/2023	16/03/2023	23/03/2023	30/03/2023	6/04/2023	13/04/2023	20/04/2023	27/04/2023	4/05/2023	11/05/2023	18/05/2023	25/05/2023	1/06/2023	8/06/2023	15/06/2023	22/06/2023	29/06/2023	6/07/2023
49	16:00 - 17:00 Intergration Team Meeting - company 1	Thursday	Weekly	16:00	17:00	9/03/2023	16/03/2023	23/03/2023	30/03/2023	6/04/2023	13/04/2023	20/04/2023	27/04/2023	4/05/2023	11/05/2023	18/05/2023	25/05/2023	1/06/2023	8/06/2023	15/06/2023	22/06/2023	29/06/2023	6/07/2023
50	13:00 - 14:00 Weekly C&P Update company 2	Thursday	Weekly	13:00	14:00	9/03/2023	16/03/2023	23/03/2023	30/03/2023	6/04/2023	13/04/2023	20/04/2023	27/04/2023	4/05/2023	11/05/2023	18/05/2023	25/05/2023	1/06/2023	8/06/2023	15/06/2023	22/06/2023	29/06/2023	6/07/2023
51	15:30 - 16:00 Company 3/company 2 Fortnightly report	Thursday	Fortnightly	15:30	16:00	16/03/2023	30/03/2023	13/04/2023	27/04/2023	11/05/2023	25/05/2023	8/06/2023	22/06/2023	6/07/2023	20/07/2023	3/08/2023	17/08/2023	31/08/2023	14/09/2023	28/09/2023	12/10/2023	26/10/2023	9/11/2023
52	11:00 - 11:45 project - Water Check-in company 2 + company 1	Thursday	Weekly	11:00	11:45	9/03/2023	16/03/2023	23/03/2023	30/03/2023	6/04/2023	13/04/2023	20/04/2023	27/04/2023	4/05/2023	11/05/2023	18/05/2023	25/05/2023	1/06/2023	8/06/2023	15/06/2023	22/06/2023	29/06/2023	6/07/2023
53	13:00 - 14:00 project company 2/Company 3 Technical Meeting company 2 + Company 3 + company 1	Thursday	Weekly	13:00	14:00	9/03/2023	16/03/2023	23/03/2023	30/03/2023	6/04/2023	13/04/2023	20/04/2023	27/04/2023	4/05/2023	11/05/2023	18/05/2023	25/05/2023	1/06/2023	8/06/2023	15/06/2023	22/06/2023	29/06/2023	6/07/2023
54	10:30 - 12:00 project - Process Meeting company 2 + company 1	Thursday	Weekly	10:30	12:00	9/03/2023	16/03/2023	23/03/2023	30/03/2023	6/04/2023	13/04/2023	20/04/2023	27/04/2023	4/05/2023	11/05/2023	18/05/2023	25/05/2023	1/06/2023	8/06/2023	15/06/2023	22/06/2023	29/06/2023	6/07/2023
55	15:00 - 16:00 project C&P Catch-up company 2 + company 1	Thursday	Weekly	15:00	16:00	9/03/2023	16/03/2023	23/03/2023	30/03/2023	6/04/2023	13/04/2023	20/04/2023	27/04/2023	4/05/2023	11/05/2023	18/05/2023	25/05/2023	1/06/2023	8/06/2023	15/06/2023	22/06/2023	29/06/2023	6/07/2023
56	company 2 SteerCo Dashboard Report DUE COB	Thursday	Fortnightly	20:00	20:00	16/03/2023	30/03/2023	13/04/2023	27/04/2023	11/05/2023	25/05/2023	8/06/2023	22/06/2023	6/07/2023	20/07/2023	3/08/2023	17/08/2023	31/08/2023	14/09/2023	28/09/2023	12/10/2023	26/10/2023	9/11/2023
57	14:00 - 15:00 company 2 / company 1 - Fortnightly Commercial Discussion	Thursday	Fortnightly	14:00	15:00	9/03/2023	23/03/2023	6/04/2023	20/04/2023	4/05/2023	18/05/2023	1/06/2023	15/06/2023	29/06/2023	13/07/2023	27/07/2023	10/08/2023	24/08/2023	7/09/2023	21/09/2023	5/10/2023	19/10/2023	2/11/2023
date data

 

[awoohaw]

Thanks for the mini workbooks.
Have you investigated doing this in a calendar app. I am not an outlook or calendar person, so I don't know if it possible, but I do know that calendar items can be imported into other calendars.
Or do you have microsoft project?
I'm going to try to figure out GANT charting to see if that can possibly work. I'm sure others will be chiming in as well.

 

[Audrey_Jones]

Thanks for the mini workbooks.
Have you investigated doing this in a calendar app. I am not an outlook or calendar person, so I don't know if it possible, but I do know that calendar items can be imported into other calendars.
Or do you have microsoft project?
I'm going to try to figure out GANT charting to see if that can possibly work. I'm sure others will be chiming in as well.

looked at doing it in a blank outlook calendar which would totally be possible if i just wanted the meetings view - i was just hoping to also add a conditional formatting on top to highlight a specific person meetings they are involved in - just a match/look up to name & meeting title pulling from a separate data sheet showing attendees

haven't been able to find a calendar app that would also allow this functionality - also need to be able to share with the other companies team not impossible in outlook but is hard with some of the people involved as they are old-school and just easier to send them a spreadsheet sometimes.

Meeting Calendar_test.xlsx
	A	B	C	D	E	F	G	H	I
4	Start Time	10:00	15:30	16:00	10:30	13:00	13:30	9:00	14:00
5	Finish Time	11:00	16:00	17:00	12:00	13:45	14:30	10:00	14:45
6	Day of the Week	Monday	Monday	Monday	Monday	Monday	Monday	Monday	Monday
7	Frequency	Weekly	Weekly	Weekly	Weekly	Weekly	Weekly	Weekly	Weekly
8	Groups involved	company 2 company 1	company 2	company 2	company 2 company 1	company 2 company 1	company 1	company 1	company 1
9	Alternate Name
10	Meeting Name	10:00 - 11:00 project - Piping Design Meeting company 2 + company 1	15:30 - 16:00 company 2 Scheduling Update	16:00 - 17:00 company 2 - Project Meeting	10:30 - 12:00 project - HV Meeting company 2 + company 1	13:00 - 13:45 project - Water Check-in company 2 + company 1	13:30 - 14:30 project - HV Internal Meeting company 1 HV Team	9:00 - 10:00 project Disc Leads Weekly Meeting company 1 Eng Leadership	14:00 - 14:45 project - Mech team meeting company 1 Mech team
11	Attendees	name 1
12		name 2
13	Monday	name 3
14	Tuesday	name 4
15	Wednesday
16	Thursday
17	Friday
18
19	Reports Due
20	Potential Double up
21	company 1 Internal
22	Organiser Name
23
24
25
26
27
28
attendee data

 

[Audrey_Jones]

so have worked through some logic that might work as a VBA macro to do this - still would have to actually code it beyond my logic draft (forgive me if this is not the normal way of approaching it, I am very much a beginner in this, this way it helps make it make sense and so I can figure out what to google/teach myself & not get lost)

not sure if this would be the most efficient way to-do it??

Sheet.data = worksheet with all meetings date & time data
Sheet.view = the worksheet with the meeting planner view on

on Sheet:view - update B4:O4 to Match AE11:AE12 (date range picker available locked as > monday-friday - update headers for planner to match selected range)

Search Range:Sheet.DateData[H2:AK57] for all that match Range:Sheet.View[B4:O4] (find all confirmed meeting dates in sheet:data that match selected date range)

with the 1st Returned Match

get location ROW#​

find location for meeting to be placed in Sheet.View ​

matches sheet.DateData[c ROW#] value to sheet.view[b5: o5] & (want to find day of the week column on Sheet.View )​

matches sheet.DateData[f ROW#] value to sheet.view[a7: a59] (want to find meeting start time row on Sheet.View )​

find Finish time location​

matches sheet.DateData[c ROW#] value to sheet.view[b5: o5] & (finding day of the week column)​

matches sheet.DateData[g ROW#] value to sheet.view[a7: a59] (finding meeting finish time row)​

= VALUE:sheet.view[day of the week column:meeting start time row] (the start of the meeting cell location) ​

= VALUE:sheet.view[day of the week column:meeting finish time row -1] (-1 as if meeting finishes at 11:00 the last filled cell with meeting title is 10:45)​

in the range:sheet.view[day of the week column:meeting start time row -1] + sheet.view[day of the week column:meeting finish time row] imput meeting title text from sheet.datedata[B ROW#]​

if range:sheet.view[day of the week column:meeting start time row] + sheet.view[day of the week column:meeting finish time row -1]​

if NOT blank use range:sheet.view[day of the week column +1:meeting start time row] + sheet.view[day of the week column +1:meeting finish time row -1]​

repeat until Blank for whole range is available (max overlapping meetings is 5 in a single row once a month on a Wednesday - so potential max time this currently would need to cycle is 4)​

Merge cells in final location used ie: range:sheet.view[day of the week column +1:meeting start time row] + sheet.view[day of the week column +1:meeting finish time row -1]
(1 move to right due to is NOT Blank found)​

repeat with next match until all matches are found


With the blank template looking like this -

Reporting Calendar_Test.xlsm
	A	B	C	D	E	F	G	H	I	J	K	L	M	N	O	P	Q	R	S	T
1
2
3
4	Date	6/03/2023	6/03/2023	6/03/2023	7/03/2023	7/03/2023	7/03/2023	8/03/2023	8/03/2023	8/03/2023	9/03/2023	9/03/2023	9/03/2023	10/03/2023	10/03/2023		<reference data (normally hidden)
5	Day of the week	1	1	1	2	2	2	3	3	3	4	4	4	5	5		<reference data (normally hidden)
6	Time	Monday, 6 March 2023			Tuesday, 7 March 2023			Wednesday, 8 March 2023			Thursday, 9 March 2023			Friday, 10 March 2023
7	7:00
8	7:15
9	7:30																Select Meeting Person	pick Attendee name from dropdown List
10	7:45
11	8:00																Start Date of range	Start Date - only allow Mondays
12	8:15																Finish Date of Range	Automatically select the next Friday date
13	8:30
14	8:45
15	9:00																Total Meeting Hours	SUM Attendee Meeting Time based on R9
16	9:15
17	9:30
18	9:45
19	10:00																	Standard conditional formatting for meeting based on Data sheet
20	10:15																	ON HOLD
21	10:30																	upcoming
22	10:45																	Company 1 ONLY
23	11:00																	Company 2 only
24	11:15																	Joint meeting
25	11:30
26	11:45																	Conditional formating based on attendee name selected
27	12:00																	IN MEETING
28	12:15																	NOT IN MEETING
29	12:30
30	12:45
31	13:00
32	13:15
33	13:30
34	13:45
35	14:00
36	14:15
37	14:30
38	14:45
39	15:00
40	15:15
41	15:30
42	15:45
43	16:00
44	16:15
45	16:30
46	16:45
47	17:00
48	17:15
49	17:30
50	17:45
51	18:00
52	18:15
53	18:30
54	18:45
55	19:00
56	19:15
57	19:30
58	19:45
59	20:00
View