Can I customize the meeting request invites?

When a meeting is created, sends out an invite email to meeting invitees. Having visibility and control over what external invitees see during the meeting invite process is an important consideration for many of our clients. 

Team plan users can customize their email templates for greater control. (If you aren't on a Team plan you can still customize the footer - learn more here)

Instructions - Step-by-step

The “Customize Invite Email” option is accessible from the Meetings configuration page. Please note that you must be an Administrator of a Team Plan to view this page:

  • Select the “Enable custom invite email” option to activate this feature (disabled by default)
  • Enter the custom copy that you want to appear in each invite email.
    • The Rich Text Editor includes core styling options (such as bold, italic).
    • See editing notes below for more info on default text and adding custom variables
  • To Save: You must click “Save Settings” button at bottom of the page. 

Default Text: The following default text will automatically be added to the invite template in addition to your custom copy: 

  • The salutation "Hi <invitee name>" 
  • The call to action text: "<meeting creator> would like to meet with you. Please select a time to meet by clicking the link below."
  • The button "Respond to Meeting Invite"
  • All conditional details (which are dependent on the meeting type) such as meeting title, location, attendee list and meeting selection URL will automatically be added to the email and are not editable or visible here.

Using Custom variables: The email customization box supports the use of variables to automatically insert conditional information. Note: If you are adding styling (such as bold / italics) to a variable please style the entire variable e.g.  {{}} instead of {{}}

  • {{}} Use this variable to automatically insert the name of the automated assistant.
  • {{}} Use this variable to automatically insert the full name of the meeting creator.
  • {{}}Use this variable to automatically insert the email of the meeting creator.
  • {{}} Use this variable to automatically insert the first name of the meeting invitee.

Example of a customized meeting request email

Example of a default (non customized) meeting request email

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