What do invitees see when I invite them to a meeting?
Meeting invitees will automatically receive an email from your automated assistant asking them to select a time. View our FAQ to learn more and view examples...
Before Zoom.ai, most meetings required the meeting creator to email back and forth with the invitee to find a mutual time, or to simply book a time and hope for the best. Zoom.ai is purposely built to add more automation and intelligence to the meeting scheduling process.
Zoom.ai includes an easy to use booking page (the Meeting Acceptance page) which allows your invitees to select times based on your availability, as well as 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!
Here's what happens when you invite your invitees to a meeting via a Scheduled Meeting:
- Your meeting assistant automatically sends a meeting invite email to all invitees
- The invitee clicks the link in the invite email (or the link you shared) and is taken to the Meeting Acceptance page
- The invitee selects a preferred date & time for the meeting
- The meeting is booked and all invitees automatically receive calendar invites!
Read on below to view this process in more detail... or read our latest Blog Post: "How to create a better Invitee Experience"
Once you finish a meeting scheduling request your invitees automatically receive an email from your automated assistant with the meeting details. This email will come from your meeting assistant on behalf of you. The meeting invite email includes a link "Respond to Meeting Request". When clicked it takes the user to the Meeting Acceptance page.
If you prefer not to have the invite come from your assistant then you also have the choice to send your own Private Meeting Link. In this case your assistant will not send this meeting invite - instead you will share the link directly. If your invitee is self scheduling a 1:1 meeting using your Personal Scheduling link then your assistant will also not reach out on your behalf.
Questions? Learn More about Meeting Invite Emails
The Meeting Acceptance page is where invitees will select a meeting time that works for them.
Invitees will always select time based on the meeting creators availability (or based on shared availability if enabled). Remember, Zoom.ai never shares the personal details of your schedule with invitees, Zoom.ai just shows your availability - by automatically syncing with your calendar(s) for up to the second information, and considering any meeting type. settings that impact availability preferences.
To make sure the times offered are relevant to your invitee - the timezone display is automatically detected based on the invitees location and browser setting (an invitee can also easily manually override the timezone it if needed).
The meeting acceptance page is mobile friendly so invitees can select a time right from their smartphone if preferred.
- meeting creator's name / company
- custom logo (if applicable - learn more)
- meeting title
- meeting instructions (if added)
- meeting duration - e.g. 1hr
- location and/or video conferencing
- list of meeting invitees
- agenda (if added)
If the meeting is 1:1 then invitees simply select their preferred date and time. Once they click Confirm the meeting will be scheduled and a calendar invite is sent to both the meeting creator and the invitee with all event details.
If you are organizing a group meeting (more than 2 attendees) then invitees will be asked to suggest at least 3 times that they prefer to meet. (While Zoom.ai encourages invitees to select multiple times, it does not force them to).
Meeting invitees will automatically be alerted to times that other invitees have already suggested, so that the meeting is more likely to be scheduled for a time that works for everyone.
Once an invitee suggests times and clicks "confirm" the meeting vote is recorded. Zoom.ai's intelligent scheduling algorithm ensures the meeting is booked when enough invitees have selected a time, and at a time that works best for all invitees (this is part of the scheduling AI that makes Zoom.ai so intelligent). If any meeting attendees are already Zoom.ai users (for example in the same Team plan) or Zoom.ai has access to an attendee's calendar availability then the group meeting may be scheduled without requiring them to vote on a preferred time - in order to book the meeting more quickly.
As soon as the meeting is scheduled an email confirmation and calendar invite is automatically sent to all meeting invitees with all event details.
Private Calendar Sync
Invitees can optionally upload their own calendar so that they can easily view conflicts between your schedule and theirs. For privacy reasons the synced results are only visible to that specific user and not the meeting creator. Syncing for external users are only used for that session and are not stored by Zoom.ai so they remain private to only the invitee.
- Hide Conflicts allows users who upload their calendar (or Zoom.ai users) to hide any times that conflict with the meeting creator's schedule. They can also choose to turn this off and show their full calendar if they want to override an existing event.
If needed an invitee can easily decline a meeting by clicking the "Decline" button on the bottom of the meeting acceptance page. Once clicked invitees will also be prompted to include an (optional) reason why they declined. Learn More
Reminder to Respond: If the person you're inviting to a meeting forgets to select a time after the first invite email, your assistant will kindly (and automatically) remind them up to four more times. Based on user feedback we follow a smart notification protocol to ensure invitees are reminded - without being sent too many notifications, which may overwhelm or annoy. Learn more
Task Management: Meeting Creators can view and manage all their pending and complete scheduling requests from Active Tasks. This includes the ability to view which invitees haven't yet selected times, to use the Find Times feature to book the meeting based on available data (even if not all invitees have responded), and the ability to reschedule or cancel meetings. Learn More
Find Times: During an active meeting request Zoom.ai can intelligently suggest the best times for the meeting to be scheduled based on the existing information (even before all your invitees have suggested times). Learn More
Upcoming Meeting Notification: Zoom.ai automatically sends an Upcoming Meeting reminder via email to your meeting attendees prior to the meeting. This includes all meeting details. Learn More
Team plan users can customize the acceptance page with their own logo / branding.