Say goodbye to the hassle of sending invites across different platforms and coordinating internal and external participants. Every meeting room event now allows event creators to invite both internal and external attendees and lets you generate or paste conference links, eliminating the need for last-minute scrambling to find the right connection.
1. Inviting internal and external participants
When setting up a meeting room event, the organizers can invite other participants directly from deskbird. This feature not only makes organizing meetings much smoother but also ensures that all participants have the necessary details, such as the date, time, and location of the meeting, sent to them via email.
Should the event be changed, all participants will also receive an email notification and the event will be updated on the calendar as well.
Internal invitees
Event organizers can select internal employees from the internal list of users when they start typing their names.
External invitees
Event organizers can type the guest's email. Like our Guest Booking feature, our system considers a guest to be someone with a different domain than the one used within the company. For example, if the email of an internal invitee at deskbird reads ameliaroy@deskbird.com, a guest’s will be leojames@gmail.com.
Attendees outside the company will also receive an email invitation about the meeting location and timeframe.
Visibility and check-in
Only event organizers will see the event in their bookings. Participants will see it instead in their calendar, in the All meeting rooms view. The organizers are also the only ones who can check in for the meeting (should the meeting room check-in be active).
2. Conference links
When setting up a meeting room event, the event organizers and users with admin roles now have the option to generate a unique video conferencing link. This link can be shared with all participants, enabling them to join the meeting virtually.
This feature supports Microsoft Teams and Google Meet through our integration, as well as any other provider that allows the event organizers to add a link from the service of their choice. Conference links created at deskbird or a remote meeting room calendar will be synced across both ends.
After entering the meeting details, the event organizer selects what type of conference link they want to add:
1. If the company has an integration with Microsoft or Google, you can select the relevant service's conferencing link to be added. Otherwise, select ‘Other’ and add a link from an external service (i.e. Zoom) simply by pasting the link.
2. If the meeting rooms have been added manually and are not synced with any external service, the event organizer can select 'Other' and paste a conferencing link of a provider of their choice.
3. After completion, the creator clicks Confirm booking, and only after creation is the respective conference link added.
If a participant or the creator wants to join a meeting virtually when viewing the event, they can join the meeting straight from the deskbird calendar by clicking Join now.
If a conference link was added, participants would also receive an email invite for that meeting containing the meeting information (time, date, location).
💡 Once created, conferencing links can’t be removed from a meeting.