Overview
The Schedule a meeting feature allows you to create a booking, invite attendees, and manage visitors in one place. The system supports both internal users and external visitors, including handling duplicate emails intelligently.
Adding Attendees
When scheduling a meeting, you can add attendees in the Attendees section:
Start typing a name or email
Select from the suggested list
Attendees can be:
Internal users (employees)
Visitors (external guests)
Visitor Identification
Visitors are clearly marked in the list with a “Visitor” label and their email address.
You can:
Add a new visitor by typing their email
Select an existing visitor from previous records
Managing Visitor Status
After adding a person, you can manage their status via the menu (three dots):
Unmark as visitor → converts them into a regular attendee and they won’t receive QR in invitation
Remove → removes them from the meeting
Handling Existing Visitors (Same Email)
If a visitor with the same email already exists:
The system allows you to select the existing visitor, OR
You can add them again with updated details without selecting him first, pressing the + icon only and marking him as a visitor.
Important:
If you just add him again, the system will allow you to save it without user detials, but the system won’t duplicate visitor records.
Instead, it updates the existing visitor’s information
Date & Time Selection
Select the meeting date and time in the Date / Time section
The system defaults to the next available day, but this can be adjusted manually
Submitting the Meeting
Once all details are filled:
Click Submit to create the meeting
Invitations and visitor handling will be processed automatically
Limitations
Visitor records cannot be edited directly outside of this flow
Visitor data updates only occur during re-registration
Visitor records cannot currently be deleted
Visitor not marked as visitor won’t be stored in database of attendees
Visitor search - there is a known issue with spaces and other characters
Best Practices
Select existing visitors when details are correct
Re-add visitors with the same email to update incorrect details
Double-check visitor information before submitting