User action: Invite to self-schedule

When you invite a Customer to self-schedule, you can choose to let InviteOnce send the Customer a personalized email invitation with meeting links, or you can copy the meeting links and send them yourself. The Customer will be able to pick a time to meet with just one click.

In this article, you'll learn how to invite a Customer to self-schedule.

Important

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 more about how to connect your calendar

InviteOnce supports Google Calendar, Office 365 Calendar via EWS, and Exchange Calendar

How to invite to self-schedule

  1. On the Schedule page, select Invite to self-schedule (Figure 1).
    Figure 1: Schedule page
  2. Enter the External participant name and Email address of the Customer that you want to invite to self-schedule (Figure 2).
    Figure 2: Enter External participant name and Email address
  3. Click Continue.
  4. In Step 1: Set your meeting details (Figure 3), enter a Subject for the meeting, select a Meeting duration, and select one or more Team members that will be assigned to the invitation.
    Figure 3: Set your meeting details 
  5. Click Add Description to add a description about the meeting. The meeting description will be added to all Team member notification emails and to the calendar event.
    If you don't want the External participant to see this description, you must exclude them from the calendar event. Learn more about calendar event settings
  6. Add more information such as Conferencing information, Meeting type, and Location if required. You can also add Rooms, add Resource pools, and add multiple Team members.
  7. Click Next.
  8. In Step 2: Set your meeting time frame (Figure 4), you can control the time frame that the External participant can schedule the meeting in. By default, the Time zone for the meeting time frame is based on your User profile. Figure 4: Set your meeting time frame
  9. Once you've filled in these fields, InviteOnce will calculate the number of available time slots based on the availability of Team members, the availability of Rooms, the meeting duration, and the meeting time frame settings. Learn how InviteOnce calculates the number of available slots

In Step 3: External participant notifications, you can choose to either let InviteOnce send the Customer a personalized email invitation, or you can copy the meeting links and send them yourself. Depending on which you choose, the process for sending the invitation to the Customer differs slightly.

Sending an invitation via email through InviteOnce

  1. In Step 3: External participant notifications, select Send via email through InviteOnce (Figure 5).
    Figure 5: Send via email through InviteOnce
  2. Review the details of the invitation email that will be sent. 
  3. Next, 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 select a time and date from the list of promoted time slots in the invitation email. Learn more about promoting specific time slots
    • 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.
  4. In the Confirmation section (Figure 6), set the Add to calendar event and Send confirmation email toggles to ON or OFF, depending on your preference. These options are enabled by default.
    • Add to calendar event: adds the Customer to the calendar event that is created when the meeting is scheduled.
    • Send confirmation email: sends the Customer a confirmation email with the meeting details when the meeting is scheduled.
      Figure 6: Confirmation section
  5. Click Show advanced settings... if you need to edit the Time zone conversion settings and the Calendar event settings.  Learn more about advanced settings
  6. Click Invite to send your invitation.

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

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

NoteAn invitation can only be created 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 create the invitation.

Copying meeting links to your clipboard and sending yourself

  1. In Step 3: External participant notifications, select Copy meeting links to clipboard and send yourself (Figure 7).
    Figure 7: Copy meeting links to clipboard and send yourself
  2. Next, choose whether or not to Promote specific time slots
    • If the Promote specific time slots box is checked, the Meeting links section will contain a list of links with the promoted time slots. Learn more about promoting specific time slots
    • If the Promote specific time slots box is unchecked, the Meeting links section will contain a single link that the Customer can use to view all available time slots.
  3. In the Confirmation section (Figure 8), set the Add to calendar event and Send confirmation email toggles to ON or OFF, depending on your preference. These options are enabled by default.
    • Add to calendar event: adds the Customer to the calendar event that is created when the meeting is scheduled.
    • Send confirmation email: sends the Customer a confirmation email with the meeting details when the meeting is scheduled.
      Figure 8: Confirmation section
  4. Click Show advanced settings... if you need to edit the Time zone conversion settings and the Calendar event settings.  Learn more about advanced settings
  5. Click Create invitation.
  6. Click the Copy links button to copy the meeting links to your clipboard (Figure 9).
    Figure 9: Copy links page
  7. You can then send these links to your Customer via email or instant messaging.

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

  • The invitation is added to the Invitations page in the Activity stream.
  • 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 can only be created 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 create the invitation.

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