Schedule meetings with attendees

Before you begin

Set your availability in your personal profile so people can contact you.
Find attendees in the directory or around the site.

Schedule a meeting

Click someone’s profile photo to open their personal profile.
Click Schedule meeting.
Select an available date and time.
1. If you have another session or meeting scheduled for the same time (an orange-colored block), select it to either Attend Both or Decline the previously scheduled event.
Name the meeting and Personalize it with a message.
Click Send.
The invitee gets a notification by email and directly on the site. They need to click Attend to accept the invite and add the meeting to their schedule. If they decline, you’re notified.

The scheduling calendar shows multiple times in different colors. Blue times are available. Orange and yellow times are when you or invitee are busy.

Accept a meeting invitation

When someone schedules a meeting with you:

They select a time from your calendar. They can only select times you set as available. We also prevent double-booking by blocking your calendar when you schedule sessions or meetings.
You get a notification on the site. Select your profile icon, then select Notifications. Select the notification to see meeting details.
You also get a notification by email. In the email, click View meeting to see the details.
Click Attend at the top of the page to accept the request. This adds the meeting to your schedule.

Recording of going to a notification on the site and accepting the meeting invitation.

Accepting a meeting invitation

The email notification lists the date and time of the meeting. A the bottom, a link to View Meeting takes you to the meeting details page.

Email notification for a meeting invitation

Join a scheduled meeting

Join from the platform

When it’s time for a meeting, go to My Schedule. Depending on how the site was set up, this might be its own page in the navigation bar or a tab at the top of the Schedule page.

Select the meeting, and you will enter a private breakout room on the platform. There, you can turn on your camera and microphone, share your screen, or send messages in the chat.

On the Schedule page, the My Schedule tab is selected and a meeting called A Meeting with Alex is highlighted.

Join from your email

You get an email notification when you create a meeting or are invited to one. The subject line of the email is most likely You created a meeting or [Name] has created a meeting.

When it’s time for the meeting, select the View Meeting link at the bottom of the email. You are sent to a private breakout room on the platform. There, you can turn on your camera and microphone, share your screen, or send messages in the chat.

A user clicks the View Meeting link at the bottom of an email invite.

Join from your external calendar

If you added the meeting to your external calendar, like Apple Calendar or Outlook, you can join it from there.

When it’s time for the meeting, open the calendar event and select the link at the bottom. You are sent to a private breakout room on the platform. There, you can turn on your camera and microphone, share your screen, or send messages in the chat.

A user clicks the meeting link in the URL section of an Apple Calendar event.

Don’t see camera and microphone controls?

If you try to join the meeting but only see the meeting title and information, it might not have started yet. The page looks something like this before the meeting starts:

A meeting page with the meeting title, information, and invite, change, and cancel buttons. There is no microphone or camera. A countdown timer is in the top-right corner.

The blue countdown timer at the top of the page lets you know how much time is left before it starts. In the example above, it’s 1 hour and 53 minutes.

If you think the meeting should have started but you still see this page, try refreshing the page.

Once you successfully enter the private breakout room, you will see the other person with their camera on or off, or a blank screen if they haven’t joined yet. Your camera and microphone controls are in the bottom left corner of the screen. It looks something like this:

A blank meeting room says 'you're the first'. The camera and microphone controls are buttons in the bottom left corner.

Invite others to a meeting

If you’re already in the meeting:

Copy the URL of the meeting room you’re in.
Send the link to the person you want to invite. You can do this by email or a Direct message on the site.
To enter the meeting, they need to be registered and logged on to the site.

An arrow points to the URL of the page at the top of an internet browser window.

If the meeting is scheduled for the future:

Go to your Schedule in the navigation bar. Click the meeting to go to the meeting details page.
Select Invite others.
Type someone’s name in the Search bar.
Select the circle next to their name to invite them. A Checkmark appears.
Search for and invite more people. The total number of people you add appears in a counter. For example, Invite + 2.
Select Invite.
Everyone you invite gets a notification by email and directly on the site. They need to select Attend to accept it and add the meeting to their schedule.
When they accept, they’re added to the list of attendees on the meeting details page. If they decline, you’re notified.

You can invite up to 10 people at once. To invite more than 10 people, select Invite others again to repeat the process.

In a list of people, those who are being added to the invite list are selected with a check mark next to their name.

Change a scheduled meeting

Only the meeting organizer can change a meeting time.

Go to your Schedule in the navigation bar. Click the meeting to go to the meeting details page.
Click Change or cancel.
Select a new date and time that’s available for both of you.
Click Update meeting.
The other person gets a notification by email and directly on the site.

Recording of a meeting organizer changing a meeting.

Changing a meeting as the meeting organizer

Email notification that says the start time of a meeting changed. It says that you can view the meeting by clicking a link in the email.

An email notification that a meeting time is changed

Cancel a scheduled meeting

Anyone can remove a meeting from their schedule:

Go to your Schedule in the navigation bar.
Deselect the Attending button on the meeting you want to remove.
If the meeting only includes two people, this cancels the meeting for everyone. The other person gets an email notification that it’s canceled.

A before an after of the Attending button when it's deselected on a scheduled meeting.

Or the meeting organizer can cancel it for everyone:

Go to your Schedule in the navigation bar. Click the meeting to go to the meeting details page.
Click Change or cancel.
Click Cancel meeting. Confirm by clicking Cancel meeting again.
The other person gets an email notification.

Recording of a meeting organizer canceling a meeting.

Canceling a meeting as the meeting organizer

Email notification that a meeting was canceled.

An email notification that a meeting is canceled