New Era allows you to manage your case sessions directly through the platform.
First, check to make sure you have synced your personal calendar to Vyte. This will allow you to see all of your available dates and times while scheduling.
Schedule a Meeting
Open your case and click on the “Schedule” (for Virtual Mediations) or “Hearing” (for Expedited Virtual Arbitrations) page.
You will see the recommended meeting names listed on this page with their schedule status.Click on the individual meeting name or “Schedule” button.
On the Conference Details step, you can choose which Zoom account you would like to use.
If you connected your Zoom Account, you'll see a toggle. If selected, a unique Zoom meeting will be created on your behalf, and we'll distribute both the link and dial-in information to all attendees, as well as generate a unique password.
If you have not connected your Zoom Account, or use another virtual conferencing software, you'll see form fields to add the link, password, and other information to include on the calendar invite.
Under Attendees, you’ll see the meeting invitees, which include all of the party members in the system.
Click “Next” to move to the next step.
On the Schedule step, click on “Schedule” to be taken to our scheduling site, Vyte.
The video conferencing link will be automatically included as the “Suggested place” in the event invite. The password will also be included in the “Add a message” section.
Vyte allows you to provide options for dates/times for the meeting, to which all other invitees will have the chance to “vote” on which time(s) work best for them.Click "Pick a date" to add options to your event.
Sessions will generally require the following blocks of time:
Pre-Mediation Conferences: 30 minutes
Mediations: 8 hours
Arbitration Hearings: 4 hours
Ultimately, it is up to the neutral’s discretion based on particulars of a given case. Additional arbitration hearings can also be added from the New Era Hearing page.
Once you've made your selections, click “Save” on the bottom right of the Calendar view.
Click "Send this Event" to send meeting invites to all participants.
You will be taken to the event page where you can confirm the time that works for all participants, once you have received their acceptance.
This process can take up to several days, depending on how long it takes for the invitees to respond to the suggested date/times.
In some instances, you may receive suggestions for new times if one or more of the participants cannot make any of the dates/times you suggested. In those situations, each party will then have the opportunity to vote on the new suggestions as well.
If at any time you want to see the event page while awaiting confirmation, click on the “View Status” button in New Era for each session name.
Once there is one date/time that works for all participants, click “Confirm Event."
Your meeting will appear back on the Schedule or Hearing page in New Era after the event is confirmed. Each party will also receive a calendar invite for the event.
Click the session name for more details or on "Start Zoom Meeting" to go directly to the Zoom link.
You'll see all of the conferencing information, as well as a "Meeting Notes" section where you can take personal notes from the meeting.
Edit or Cancel a Meeting
To edit or cancel a meeting that is awaiting confirmation or already scheduled, click on the dotted menu next to the meeting status and click “Cancel Session”.
If desired, you’ll be able to reschedule the meeting following the steps above. Be aware that you will need to go through the voting/suggestion process again.