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Turn on Calendar Invitations for Attendees
Turn on Calendar Invitations for Attendees

Add your meeting attendees directly to the email calendar event

Updated this week

When an attendee schedules a meeting with you, Appointlet is designed to send them a single confirmation email with the option to add the meeting to a calendar via an attached .ics file. However, some companies would prefer to send out Calendar Invitations as well. This strategy streamlines the calendar event creation process and

Prerequisites

  1. An integration between Appointlet and a Google or Office 365 calendar account.

  2. A calendar assigned as a "Meetings Calendar" section in calendar "Behavior" menu.

Benefits and Functionality

  1. Clients quickly gain access to a shared calendar event.

  2. Invite other people to the guest list of the shared calendar event.

  3. Both hosts and attendees may view list of participants.

  4. Both hosts and attendees may adjust the time and date of the event as needed.

  5. Additional emails and notifications for all participants.
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Enabling Calendar Invitations

Open the Availability menu and navigate to the Calendars tab. At the bottom of the page, you can use the toggle switch to turn on Email Invitations. You can also access each member's calendar integration settings via the Calendar tab in the Availability menu.

Important: A "Meetings Calendar" is required because this determines which specific calendar Appointlet will use to generate the shared calendar event.

When this feature is turned on, we will add attendees directly to the meeting host's calendar event under the guest list.
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This feature also gives all participants the ability to invite others to the meeting. Please keep in mind that any additional attendees invited after the Appointlet meeting was initially scheduled will not be added to the meeting entry under the Meetings tab in the Appointlet dashboard.
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Managing Calendar Events

Below, you'll see an example of the calendar event as it appears within a Google Calendar.

<a href="https://downloads.intercomcdn.com/i/o/509028198/b1e0c08da788c1b1d38b0bb3/image.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/509028198/b1e0c08da788c1b1d38b0bb3/image.png</a>

Calendar events also include Yes, No, and Maybe options in the RSVP menu. Attendees who have received an invitation will automatically be marked Yes. This tool is used only to indicate the attendees intent to participate in the meeting within the external calendar, and will not cancel the meeting if any participant selects No or Maybe.
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Keep in mind that both the host and attendees may adjust the start time for calendar events. Moving the event will prompt the event editor to send an optional update email to all other meeting participants:

<a href="https://downloads.intercomcdn.com/i/o/509028770/57b7903e929b814f39425cd2/image.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/509028770/57b7903e929b814f39425cd2/image.png</a>


Because the calendar event is considered "busy", the new time slot will be blocked out in Appointlet so that no one can double book you. It is recommended to leave a note for yourself or your team within the meeting details to ensure that everyone is aware that event has been adjusted in the external calendar.

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