When a meeting is created, the platform sends invitations to all participants through their preferred channels. This article explains what's sent, how to customise the message, and how to handle external (non-registered) attendees.
What's in an Invitation
- Subject line: “You're invited: Meeting title”.
- The host's name and a one-line description.
- Start time in the recipient's preferred timezone.
- A unique join link (single-use for guests, persistent for registered users).
- An attached ICS file so the recipient can add the meeting to their calendar.
Customising the Template
The invitation uses the email template named meeting_invitation. Edit it in Site Settings → Communication → Email Templates to change the wording, add your logo, or include branded footer links.
External Participants
You can invite people who do not have a user account by entering their email address. They receive an invitation with a guest join link — no account creation required.
Note: Guest links can be configured single-use (consumed when the meeting is joined) or multi-use (e.g. for a webinar). Choose single-use whenever the meeting handles confidential material.
Example Workflows
- Internal team meeting: Persistent links, host can rejoin after dropping off.
- Customer onboarding call: Customer is added as a registered guest user so future meetings reuse the same identity.
- Webinar: 500 invitees by CSV import, each gets a unique single-use link, attendance is tracked per invitation.