Pick a date and time
Make sure you pick the time and date according to YOUR timezone. You will get to pick your customer’s timezone later and the invitation will be automatically sent in accordance with that.
Example: you’re in Amsterdam time (CEST) and your customer in New York time (EDT). You have agreed to schedule a meeting at 10 am EDT time which makes it 4 pm your time. Now, you will choose 4pm time in ‘Schedule New’ and then pick ‘EDT’ from ‘timezone’ below. That way both parties will receive invitations in their own timezone.
Note: if you pick a time and date and you get a notification that ‘time and date are not available’ that means that you have already scheduled another meeting via ‘Schedule New’ on that same time/date. What you can do in that case is either pick a random time and date, schedule the meeting and hop on it asap (in case you want to have the meeting at the same moment) OR arrange another time/date with your customer and schedule accordingly.
Fill in your guest’s email addresses (up to 5)
Fill in a ‘Name for this Group’ you just created
Imagine that this name will show on everyone’s email invitations. If you cannot find a way to categorize those people you can simply add their name one by one in this section or add something like ‘Team Meeting’.
Add your guests’ phone numbers
(available only if the SMS reminders add-on is enabled).
Pick the timezone of your guests
Note: for the moment, if your guests have many different timezones you have to pick only one and the rest will receive the invitation in the same time. For example, if you pick CEST timezone for your guests and there are a few guests on EDT timezone, they will receive the invitation in CEST timezone. This is something that 24sessions development Team is working on changing in the near future as we realize that is might add complexity to your scheduling process. A workaround would be to mention the right times and dates for the other timezones in the message part of your invitation
Choose a meeting type
Write a message for your guest
This part is not obligatory but you can write a message which will appear in your guest’s invitation email. It can be something like:
‘Hi Jess, hereby is the invitation for our meeting. Looking forward to chatting with you!’