Guests from outside and online meetings
Anyone without an account is invited by e-mail, answers from the e-mail, joins in the browser and writes in the appointment chat — with as few e-mails as possible.
Clients, agencies, freelancers without an account: you invite them with their e-mail address. They need nothing installed and no account in advance. They get the invitation, after accepting the access, and, when something new is in the appointment chat, a short note — never one e-mail per chat message. If the appointment changes or is cancelled, a new invitation or a cancellation follows.
The invitation
The invitation names title, time and place. With Confirm appointment or Decline the guest answers in one click. The attached calendar file adds the appointment to their own calendar — Outlook, Apple or Google.
The invitation comes in the name of your account, with its logo. Every guest gets an e-mail of their own: no guest sees the others' addresses.
The guest's appointment page
A click in the e-mail leads to the appointment page. That gives the answer; the page confirms it. For an online appointment of a project, the Chat about this appointment stands below.
A second click on the same button says the answer is already confirmed instead of thanking once more. A mail scanner that follows the links answers nothing: the answer is only saved in the guest's browser.
Access to the online meeting
After accepting an online meeting, the access comes in an e-mail of its own: Join the appointment for the room and Open the appointment chat.
The room opens 15 minutes before the start and runs in the browser, without installation. For a phone appointment, the guest joins with sound only, also from a phone without a camera. They first come into the waiting room: in the appointment's details you see 1 guest is waiting, and only Let in lets them into the meeting. Once the meeting is over, the page says so instead of asking the guest to try again shortly before.
Writing in the appointment chat
Online appointments of a project have a meeting chat. Guests from outside write in it on their appointment page — the way buyers write to the seller on a shop's order page.
1 The address the invitation went to — it cannot be changed. 2 The first time, the guest chooses a password. 3 Set password and open opens the chat.
The password is also the sign-in to the customer portal — the same customer account that a purchase or an enquiry through your website creates. Next time the guest signs in with it. If the address already has a password, the page asks for it straight away.
The guest reads what the team wrote and replies. It is the same chat the team writes in — with read receipts and new messages shown at once.
In the team, you open the chat in the appointment's details with Meeting chat; the guest writes there under their name. In the chat list, the chat stands under the appointment's title as soon as someone other than you is in it.
When the guest gets an e-mail
A guest has no bell like the team. So that they still learn someone has written, without being flooded with e-mails:
The e-mail says who wrote, never what: it leaves the platform, and confidential chats stay confidential.
What happens when …
| When … | then … |
|---|---|
| a guest has lost their invitation | you send it again in the appointment's details, next to their name, with Send invitation again. |
| you move the appointment | the guest gets a new invitation, and their answer is open again — it was for the old time. |
| you take a guest off the appointment | their link opens nothing anymore, and they are out of the chat. What they wrote stays in the history. |
| someone forwards the invitation | that person can answer for the guest. If the guest already has a password, they open the chat only with it — the link cannot set a new one. If the guest has none yet, they could choose it in the guest's place; an invitation therefore should not be forwarded. |
| someone is signed in with another address | the chat does not open. It opens only with exactly the invited address. |
| the appointment has no project | there is no meeting chat; the guest only joins the meeting. |