Meeting requests from clients
Answer a client’s meeting request by scheduling one of their times, picking another time, or declining with a note.
Clients can ask for a meeting from their client portal. They give a topic, how long they need and up to three times that suit them. Nothing goes on anyone’s calendar until someone on your team says yes.
Who hears about a request
When a client asks for a meeting, the lead of that project gets a notification. If the project has no lead who can add events, everyone who can see the project and has Edit anyone’s events is notified instead.
Anyone who can add events and can see the project can answer the request.
Find your requests
- Go to Calendar.
- Look for the Meeting requests card at the top of the left panel. The number shows how many are waiting.
- Choose a request to open it.
You can also choose the notification to go straight to the request. The card only appears while there are requests waiting.
What a request shows
The request opens with the topic, who asked (with their job title), the client and the project. If the client added a note, it appears underneath.
Under Times that suit them you see each time they suggested and how long the meeting is. Times are shown in your time zone. If the client is in a different time zone, you also see the time on their side. Times that have already passed are crossed out.
Schedule one of their times
- Choose Schedule next to the time that works.
- A new event opens, already filled in: the topic as its title, the project, the client invited and their note in Notes. The length matches what they asked for.
- Check the details, invite anyone else from your team, and choose Add event.
The client gets an email invite with a calendar file, and the request leaves the Meeting requests card. Read more about the event form in Create an event.
Pick another time
If none of their times suit you but you still want to meet, choose Pick another time. The same filled-in event opens, starting at their first time that hasn’t passed. Change the date and time, then choose Add event.
Decline the request
- Choose None of these work.
- Optionally write a note for the client, for example to suggest the following week.
- Choose Decline request.
The client gets your note by email, with a link to suggest other times. Choose Back if you change your mind before declining.