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 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:

  • An email invite is sent to all invitees with a link (if are sending a Personal Scheduling link then this step does not apply)
  • The invitee clicks the link and is taken to the Meeting Acceptance page (see below)
  • The invitee selects a time
  • The meeting is booked!

Read on below to view this process in more detail...

Email Invite

Once you finish a meeting scheduling request (in the platform of your choice - chat, email or web) your invitees automatically receive an email from your automated assistant with the meeting details. 

The meeting invite email includes a link "Respond to Meeting Request". When clicked it takes the user to the meeting acceptance interface (more info below). 

Note: If you are sending a Personal Scheduling link for 1:1 meetings then this step does not apply, as you send the link rather then your assistant reaching out on your behalf.

Does the email come from me? 

  • The email comes from your Meeting Assistant but your name as the meeting creator is referenced in the title (e.g. Invitation from <meeting creator's name>- <meeting title>)
  • If an invitee replies back to the email, that email will go to your default email address to ensure that you don't miss any key correspondence.
  • You can customize your Assistant's name here: https://app.zoom.ai/settings/user#Assistant

What happens if an invitee hasn't responded to the invite?

Can I be Cc'd on the invite email?

  • Yes, we understand that visibility is important to some users. As a Meeting creator you can choose to be Cc'd on the invite email for full visibility. This is on by default, but can be turned off as needed.

Can I customize the email? 

Is there a quicker way to meet with internal invitees?

Meeting Acceptance UI

Meeting Details

On the Meeting Acceptance page invitees have an overview of all the important meeting details you added when creating the meeting or setting up the associated meeting type. This includes:

  • meeting creator's name / company / logo
    • Corporate plan users can customize the logo - scroll down to the last section to learn how!
  • meeting topic
  • meeting instructions
  • meeting duration - e.g. 1hr
  • location / video conferencing reference
  • list of all invited invitees
  • agenda

Selecting a Time

From this interface invitees can easily select a date and time based on your (the meeting creators) availabilityRemember we don't share the personal details of your schedule with invitees, Zoom.ai just shows your invitees time slots when you are available - by automatically syncing with your calendar(s) for up to the second information. 

To make sure the times offered are relevant to your invitee - the timezone display is automatically detected based on the invitees location (an invitee can also easily manually override it if needed). 

For group meetings, invitees are able to see what times others have already selected and are prompted to select multiple times to give the group the best chance of meeting at a times that works for all. Remember... Zoom.ai also includes an intelligent group algorithm that automatically finds the best time for all invitees even in complex group meeting :)

Invitees can also optionally upload their own calendar so they can easily see 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.

Booking Confirmation

For 1:1 Meetings:
Once the invitee selects a time and clicks "confirm" the meeting is booked and a calendar invite is sent to both the meeting creator and the invitee with all the details. 

For Group Meetings: Once the invitee selects a time (or ideally multiple 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 smart!). Once booked, a calendar invite is automatically created and sent to all meeting invitees. 

Notifications and Updates

  • To ensure a meeting is not waiting on a invitees vote, Zoom.ai automatically sends email notifications reminding your invitees are able to choose a time (so you don't have to!) Here's how Zoom.ai automatically follows up
  • Meeting Creators can see all their pending and complete scheduling requests, including invitees who haven't yet chosen times from the Active Tasks page.

Customization Options

Corporate plan users can customize the acceptance page with their own logo! When you upload your own logo it replaces the Zoom.ai logo on the top left. 

Admins can add a custom logo from the and then  enable this for their organization from their " Corporate Wide Meeting Settings". To get here click the left hand Admin Menu: Select "Applications" > and click the 'Configure' button

  1. Add a URL to your logo from this page: Admin Org settings page (To get here click click 'Settings' under the left hand Admin Menu)
  2. Click the "Show your organization logo on the meeting time selection page" on this page: Corporate Wide Meeting Settings (You get here click the left hand Admin Menu: Select "Applications" > and click the 'Configure' button)
  3. Don't forget to click Save after each step!

Video Overview:

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