Meetings & Calendar Invites
Attach a calendar invite to an e-mail template and create a Teams or Google Meet link automatically.
Calendar Invites on E-mail Templates
A calendar invite turns an email announcing a time into an appointment that lands in the recipient's calendar and can be accepted, declined or reminded about.
Where to find it
Architect Panel → Layout & Pages:
- E-mail Templates — where the invite is switched on and configured
Where to find it
Architect Panel → Communication:
- Manage Meetings — the meeting records themselves
It ships off
The setting defaults to no invite, so no existing template changes behaviour and no message gains an attachment until you configure one. Enabling it is per template.
What to configure
The start and end, the subject and description, the location, and the organiser. Draw the times from the record rather than typing them — an invite whose time is a fixed string in a template will eventually be wrong for everybody.
Time zones
An invite carries a time zone and a bare time does not. Where recipients may be elsewhere, get this right — an appointment an hour out is worse than no invite, because the recipient trusts it.
Updates and cancellations
If an appointment can move, the update must reach the same calendar entry rather than arriving as a second invite. Decide how rescheduling works before going live; two invites an hour apart with no indication which is current is a common and annoying failure.
Where it helps most
Anything with a non-attendance cost — assessments, hearings, inspections, interviews. An invite in the calendar is the cheapest attendance intervention available, and it costs nothing per send.
Teams and Google Meet Links
Beyond a plain invite, the platform can create the online meeting itself and put the joining link in the appointment. Microsoft Teams and Google Meet are supported.
Where to find it
Architect Panel → Communication:
- Manage Meetings — meeting records and their joining details
Where to find it
Architect Panel → Integration & Connections:
- Azure AD Tenants — the Microsoft connection behind Teams meetings
- Google Registrations — the Google connection behind Meet
What this replaces
The usual arrangement is somebody creating a meeting by hand, copying the link, and pasting it into an email. That is fine for one meeting and fails at scale — links get pasted into the wrong message, or the meeting is never created and the recipient joins nothing.
Connecting
Teams meetings are created through your Microsoft tenant and Meet links through your Google connection, so those must be configured first. Use a service identity rather than an individual's account: meetings created under a person's account disappear in awkward ways when that person leaves.
Who is the organiser
The organiser controls the lobby, recording and who can admit participants. Decide deliberately, because the default may not be the person who will actually run the meeting.
External participants
Check what your tenant policy does with external attendees — some configurations hold everyone in a lobby, which is fine if someone is watching it and a poor experience if nobody is. Test with an address outside your organisation before relying on it.
Where it fits casework
A remote hearing, assessment or review with the joining link attached to the appointment removes a whole category of missed attendance, and the meeting record on the case gives you the evidence it was arranged.