Meeting Notifications

One System for Every Meeting

Every meeting tells the people on it what they need, whether it was booked on a booking page or added in Meetings. People outside your company (CRM contacts and guests) are told by email. Your team is told on the bell and sees their meetings in their private calendar link (Calendars): team members never get meeting emails, even as an attendee or the host.

Emails to Attendees

• Invitation: when someone is put on a meeting.
• Update: when its title, time, or place changes (not its notes).
• Cancellation: when the meeting is canceled or deleted, or the person is taken off it.
• Reminders: the morning of the meeting, at 8:00 AM in the attendee's own time zone (the booker's own zone; your meeting time zone for others), and 30 minutes before it starts. A meeting early in the day (such as 9:00 AM) gets only the morning one, since the second would come within the hour. A meeting booked after that morning's reminder time gets no morning one: its confirmation, and the 30-minute one if there is time.
• Confirmation: the booker's own copy of what they just did on a booking page or their link: booked, moved, or canceled.

Each email is a general notice from your company: your email template (Settings, Email) and its footer, with no person's sign-off (the host is named in the meeting's details). It shows the time in the attendee's own time zone, says where (with Join the Meeting for an online meeting, and that the meeting is recorded and they are asked to agree when they join; your business number for a phone call; or the address), gives the agenda when there is one, and says why it was sent. Every link carries tags that tell your website the visit came from the email; nothing tracks who opens or clicks it.

Invitations, updates, and cancellations carry a calendar invitation (with Accept or Add in Gmail, Outlook, and Apple Mail) that adds itself to the attendee's calendar and changes or removes itself there when the meeting changes, plus Add to Google Calendar, Add to Outlook, and Add to Apple Calendar links. A booker's emails also have Reschedule, Cancel, and Invite Others links.

An attendee who is a CRM contact that asked not to get email gets none of these. Meeting emails go from the sending address in Meetings Settings.

When They Go

Changes made in Meetings are sent once a meeting has been still for a moment (about a minute and a half), so adding a meeting and then its attendees sends one invitation. A booking tells everyone at once.

Invitations, updates, cancellations, and reminders go when they are due, even outside your business hours, while Send meeting notices when they are due is on in Meetings Settings (it is on at first). With it off they wait for your next opening. A booker's confirmation always goes at once.

Reminder Texts

A booker who checks Text me a short reminder gets a short text at the same two times, from your business number, through Calls (only when Calls is added with texting set up, your company offers texts, and the meeting type allows them). The text is in that number's conversation in Calls.

Each Meeting's Notifications

A meeting's page has a Notifications card (action meetings.notify.meeting): uncheck Email attendees outside the company about this meeting and none of these emails go for it. Checking it again sends what is owed. The card lists every email sent or waiting, to whom, and when. A booked meeting also shows a Booking card: who booked it, through which meeting type, their answers, and who they invited.

Your Bell

Your team hears on the bell, and on their devices when notifications are on there:

• New bookings of their meeting types, and a note when a guest is a contact at another company.
• Changes and cancellations of meetings they are on (but not the ones they made themselves).
• 10 minutes before a meeting starts, opening the meeting to join.
• A guest is waiting to be let in: someone opened the join link before the meeting started.
• A recording is ready on the meeting.
• A calendar link stopped working.

Each person chooses which reach their bell on Your Profile, Meeting Notifications (actions meetings.notify.get and meetings.notify.save).