How do I Schedule Meetings?


Zoom.ai works where you work, and now offers several ways to schedule meetings - including via chat, email plugins and web! Read on for tips on how to schedule your first meeting using your favourite platform.

Keep in mind - Zoom.ai includes an intelligent group algorithm that automatically finds the best time for all invitees even in complex group meetings. Therefore unlike some other scheduling software Zoom.ai makes it easy to invite multiple internal and external stakeholders to a meeting, intelligently finds the best time to meet based on the requirements you set, and helps ensure that the meeting is booked as quickly as possible. 


Customize Meetings Settings


Before your first meeting we recommend personalizing your meeting defaults. This allows you to schedule your meetings more quickly by using pre-set preferences and / or by leveraging your assistant's artificial intelligence: Learn more about General Meeting Settings

  • Curious what types of meetings your assistant can understand? Zoom.ai includes a number of pre-configured meeting types out of the box; such as coffeecall, or lunch. Your assistant can learn your habits over time, or you can pre-configure your meeting settings if you know your needs: Learn More about Meeting Types
  • Unleash the power of Zoom.ai by creating your own custom meeting types. This makes it incredibly quick and easy to schedule various meeting use cases.

Schedule a Meeting - Web

These instructions are for you if you are scheduling meetings using the web interface found here 

To schedule a meeting using our new web interface (in your browser) visit your New Task page and click the "Schedule a Meeting" tab or go directly here.

Invitees - Who should be invited? 


First you will prompted to select your invitees. Simply search by name or email to select from your synced contact list. 

Tip! Remember Zoom.ai automatically syncs your contacts from your connected platforms, so you can quickly schedule a meeting with them. You can always connect even more 3rd party providers here.

Need to add a new contact? Simply click on the "Add New Contact" button in the dropdown. You will be prompted to enter the individual's name and email. 





Details - What are the meeting details? 

Next you can customize your meeting details, including the meeting title, meeting type, duration, location and agenda. Here is a breakdown of all the Meeting Settings you can configure:

  • Meeting Types: Meeting types enable you to pre-configure your meeting settings, and then reuse those settings for faster meeting scheduling. While Zoom.ai includes a number of pre-configured meeting types out of the box, you can fully unleash the power of Zoom.ai by creating your own custom meeting types. Once created you simply select the meeting type on this step and all the related settings will update accordingly. This makes it quick and easy to schedule any type of meeting! Add Meeting Type or Learn More
  • Meeting Title: The Meeting title represents the subject of your meeting. Meeting Titles will appear in the meeting invite and calendar event sent to your attendees. Update the default meeting title by replacing with your own. Learn More
  • Time Frame: When you make a meeting request you are not required to specify a time range, unless their are time restrictions when the meeting has to happen. If so - from the "Time Frame" section select your required date and time range for the meeting and Zoom.ai will automatically find the best time that works for all attendees. Learn More
  • Duration: This is how long your meeting will last for. Duration can be from 15min minimum to 8 hours maximum. Meeting Duration will appear in the meeting invite and calendar event sent to your attendees. The default for this setting comes from your associated Meeting Type. 
  • Location: The location field can be used to enter an address, a phone number or an on-the-fly static video conferencing URL. The location will appear in the meeting invite and calendar event sent to your attendees. The default for this setting comes from your associated Meeting Type.
  • Video Conferencing: If you have enabled a video conferencing link for the associated meeting type it will automatically be added to your meeting invites, so your invitees know how to connect with you. A confirmation will appear here for reference. Learn More
  • Agenda: Enter your Agenda to easily share information with your meeting attendees. Agenda details will be automatically added to the meeting invite and calendar event. Learn More

Invitations - Confirmation

Before your assistant sends out the meeting invitations you will be able to confirm the details. Click "Send" to send out the meeting invites to all invitees.

Invite to External Invitees

Invite for Internal Invitees 

If you are using Zoom.ai with others in your organization, and you invite them to a meeting you will be able to quickly select a mutual available time, or choose to let them decide. 


Invitations - Sent


After your invitations are sent you will see a confirmation and your assistant will take care of the rest. Meeting invitees will automatically receive an email from your automated assistant asking them to select a time. Learn more about what invitees see when you invite them to a meeting.

  • Internal Meetings: If you and your invitee(s) are both Zoom.ai users, your assistant will provide some time slots that work for everyone so that you can select a time right away. Once you select your preferred time the meeting is set and the invitees automatically notified. 
  • External Meetings: If your meeting includes an external invitee (or you selected the "Let them Decide" option for internal invitees) then when you reply with "Yes", your assistant will inform you that it will email your invitee(s), introduce itself as your assistant, and ask them to choose a time-slot based on your availability. Learn More
  • An Overview: Internal vs External Meetings

That's it! You are officially on your way to easier meeting scheduling via web :)



Schedule a Meeting - Chat 


These instructions are for you if you are scheduling meetings using a chat platform like Slack or MSTeams...

Once you have your assistant integrated into your favourite chat platform it's easy to schedule a meeting by asking your assistant using natural language. Follow the steps below to get started. 

Simply tell your assistant (in your connected platform) the meeting details using natural language.

  • For example - say to your assistant: "Book a meeting with Mary and Sam next week for 2 hours".
  • Your assistant will know who your invitees are if you have interacted before. It may ask you for an email address if it's an unknown contact.
  • You can add a lot of information during the initial meeting request, or modify the details as you go 


Meeting Confirmation

After you make a request your assistant will respond with a confirmation - and ask if it is correct:

  • For example: Juliano, you asked me to schedule a meeting with Mary and Sam someday between Monday, November 21 and Friday, November 25 from 9am to 5pm for 2 hours.
  • If you need to modify any details you can do that before confirming: How to Modify a Meeting request


Meeting Invitations

After your invitations are sent you will see a confirmation and your assistant will take care of the rest. Meeting invitees will automatically receive an email from your automated assistant asking them to select a time. Learn more about what invitees see when you invite them to a meeting.

  • Internal Meetings: If you and your invitee(s) are both Zoom.ai users, your assistant will provide some time slots that work for everyone so that you can select a time right away. Once you select your preferred time the meeting is set and the invitees automatically notified. 
  • External Meetings: If your meeting includes an external invitee (or you selected the "Let them Decide" option for internal invitees) then when you reply with "Yes", your assistant will inform you that it will email your invitee(s), introduce itself as your assistant, and ask them to choose a time-slot based on your availability. Learn More
  • An Overview: Internal vs External Meetings

That's it! You are officially on your way to easier meeting scheduling via Chat :)



Schedule a Meeting -  Outlook Plugin


These instructions are for you if you are scheduling meetings using the Outlook Plugin...

Once you have your assistant integrated using the Outlook Plugin it's easy to schedule a meeting by using the shortcut buttons in the "Connect" or "Actions" tabs -OR- by asking your assistant using natural language in the "Chat" tab. Learn more here: How does the Outlook Plugin work?

  • Connect tab is context-aware and provides shortcuts to actions you can take in relation to the contact that sent the email you are currently viewing. Click "Schedule a Meeting" to quickly start a meeting request with the person you are emailing with. 
  • Actions tab gives you shortcuts for actions you can take related to other contacts or tasks that do not require a contact. This makes it easy to initiate a request for frequent tasks like asking when you are free or initiating a meeting (with those other than just the email sender).
  • Chat tab say to your assistant: "Book a meeting with Mary and Sam next week for 2 hours". Your assistant will know who your invitees are if you have interacted before. It may ask you for an email address if it's an unknown contact. You can add a lot of information during the initial meeting request, or modify the details as you go 



All - Meeting Progress (Staying Updated)

  • Rest assured your assistant will keep you updated on the meeting status. Learn More
  • You can also view your pending meeting requests from your Active Tasks page in the web app. 
  •  You will be notified once your invitees accept / selects a time.

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