November 6, 2023
How to
#workflows #automation

How to use Buffer Time

Marketing @Morgen

In Morgen Assist, the Buffer Time workflow ready to be deployed across your calendars. With this workflow, you can automate the scheduling of breaks between meetings so you have time to get from one thing to the next, grab a snack, and maybe, between longer sessions, go for a quick walk.

In short, it's designed to schedule in the pauses you need to be ready to be effective in your next session.

Unlike other Buffer Time schedulers, you can adapt the duration based on the length of meetings.

Note that while in beta, Morgen Assist only works with Google Calendar and Outlook Calendars (even if you use Morgen.)

How to set up automated Buffer Time

From the Morgen Assist Workflow Gallery, click on the +Create button for the Buffer Time workflow. It will only take a minute to set up this workflow.

  • Select which calendars you want Buffer Time to be added to
  • Decide if you want buffer slots to be added before or after the event
  • Select the duration (you can choose to have different buffer times based on the length of the meeting)
  • Save the workflow

Customize the duration and timing of your buffer time slots.

How Buffer Time works

Once activated, the Buffer Time Workflow will be listed in your Workflows, where you can manage it alongside your other workflows. You don't need to manually run it as buffer time will be added before or after events in the upcoming week on it's own.

Here's what you can expect:

  • Buffer time slots are linked to events, so if the event is rescheduled, the associated buffer time will move with it. Similarly, if the event is cancelled, the buffer time will be deleted from your calendar.
  • Buffer time won't be booked over a preexisting another event and will only be added during free time in your calendar. Once scheduled, it will be marked as Busy to prevent other events from being scheduled over it.
  • Buffer time is only added around meetings/events with other people. At least one other person needs to be on the invite for it to be considered a meeting.

Finally, note that if you enable Morgen Assist's Travel Time Workflow, you will also be asked if you want to add buffer time there as well. That buffer time differs however, as it is meant to be padding added to travel time to ensure that you are always on time, even if unexpected delays occur. Learn more about Travel Time here.

How to test your Buffer Time Workflow

We always recommend testing any new workflow once you've set it up so you know what to expect. Here's how:

  • Create two test events in your calendar (one >30 min, the other <30 min) that are not immediately back to back with other events. To be recognized as meetings, invite at least one person.
  • Trigger the workflow from My Workflows by clicking on Run. (It will auto-schedule but likely with a short lag.)
  • Check your calendar to see the buffer time slots scheduled before or after your meetings. Ensure the buffer time is as expected both in terms of timing and duration.
  • Delete your test events.
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