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 an email invite to all invitees with a link (if you share a Private Meeting Link or a Personal Scheduling link then no email is sent, you control how you share the link)
  • The invitee clicks the link and is taken to the Meeting Acceptance page 
  • The invitee selects a time
  • The meeting is booked!

Read on below to view this process in more detail... or read our latest Blog Post: "How to create a better Invitee Experience"

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. This email will come from your meeting assistant on behalf of you.

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.

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 the invite via a Private Meeting Link or 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 both the from field and the title 
    • From: <assistant's name> on behalf of <meeting creator's name> 
    • Title: 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 Meeting Assistant's name here: https://app.zoom.ai/settings/user#Assistant

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

What happens if an invitee declines?

  • If an invitee needs to decline a meeting they can easily do so by clicking the "Decline" button on the meeting acceptance page. 
  • Invitees declining can now also include a reason why they declined - Learn More

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 - Overview

The meeting acceptance page makes it easy for your invitees to select a time that works for them, based on the meeting creator's availability (or shared availability if enabled). The acceptance page is mobile friendly so invitees can accept from wherever they work!

1:1 Meetings:
Invitees simply select their preferred date & time and click Confirm.

Group Meetings: 
If you are organizing a group meeting then invitees will also be alerted to times that others have suggested, so that the meeting is more likely to be scheduled for a time that works for everyone! 

Mobile Friendly:
Your invitees can easily schedule time with you right from their smartphone!

Meeting Details

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

  • meeting creator's name / company / logo
    • Team plan users can add branding / logo - scroll down to the last section to learn how!
  • meeting title
  • meeting instructions (if added)
  • meeting duration - e.g. 1hr
  • location / video conferencing reference
  • attendees (list of all invitees)
  • agenda (if added)

Selecting a Time

From the acceptance page invitees can easily select a date and time based on the meeting creators availability (or based on collective availability if enabled). Remember, 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 suggested and are prompted to suggest multiple times to give the group the best chance of meeting at a times that works for all. This information appears as badges on the dates, and with a label identifying who suggested that time. 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 suggests 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

Team plan users can customize the acceptance page with their own logo / branding: Learn more about adding a Logo here

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