User action: Invite to self-schedule

InviteOnce gives you the power to create personalized scheduling scenarios in no time at all. When you invite Customers to self-schedule, the Customer will receive a personalized email invitation and be able to simply pick a time to meet.

In this article, you will learn how to invite Customers to self-schedule. 

Important note

In order to use InviteOnce, you first need to connect your calendar. InviteOnce works in tandem with your personal calendar to find the best available times for your meetings. Learn how to connect your calendar

Invite to self-schedule

  1. Sign in and select InviteOnce from the product dropdown. On the Schedule page, select Invite to self-schedule. (See Figure 1)
    Figure 1: Schedule page

  2. Enter the Participant name and Email address of the Customer you want to invite. Click Continue.
    Figure 2: Who would you like to schedule with? popup

  3. In Step 1: Set your meeting details (Figure 3), enter the meeting Subject, and select one or more Team members that will be assigned to the Invitation. Note that you can add more information such as Description, Conferencing information, or Rooms. Learn more about using Resource pools and adding multiple Team membersFigure 3: Set meeting details 

  4. In Step 2: Set your meeting time frame (Figure 4), you can control the time frame in which the External participant can schedule the meeting. By default, the Time zone for the meeting time frame is based on your User profile.

    Once you have filled in these fields, InviteOnce will calculate the number of available time slots based on the availability of Team members, the availability of Rooms, meeting duration and time frame settings. Learn how InviteOnce calculates the number of available slotsFigure 4: Set your meeting time frame

  5. In Step 3: External participant notifications (Figure 5), review the details of the invitation email and choose whether or not to Promote specific time slots directly in your email.

    • If the Promote specific time slots in the email box is checked, the Customer can simply select a time and date from the list of promoted time slots in the invitation email.

    • If the Promote specific time slots in the email box is unchecked, the invitation email is sent without any promoted time slots and the Customer will schedule the meeting using the single link in the email invitation.Figure 5: External participant notification

  6. Click Invite to send your invitation.

  7. Congratulations, you have invited your Customer to self-schedule!

    • The invitation is added to the Invitations page in the Activity stream.

    • The Customer will receive an invitation email asking them to select a time slot. Once the Customer picks a time, the confirmed meeting will be added to your calendar and the Customer's calendar.

    • The confirmed meeting is removed from the Invitations pages and added to the Meetings page in the Activity stream.

Note An invitation email can only be sent to a Customer if at least one time slot is available at the time of sending. If there are no available times slots, the User will not be able to send the invitation.

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