Guests, replies and reminders

Invite teammates and outside guests, handle replies, and set reminders on events.

Invite teammates and outside guests, see and give replies, and set reminders.

Before you start: you need edit access to the calendar.

Invite guests

  1. In the event dialog use Guests to pick teammates ("Add people from your team").
  2. To invite someone outside the team, type an address in Invite by email and click Add. An address that belongs to a teammate is recognised as that teammate.
  3. Leave Notify guests (email for people outside the team, inbox for teammates) ticked to send invitations. Untick it to save silently.
  4. Click Create event or Save.

Outside guests show a Guest badge. Each guest shows a reply badge: Going, Maybe, Declined or Awaiting reply. An event can have up to 100 guests.

What guests get

  • Teammates get an inbox notification. See Notifications.
  • Outside guests get an email with a link to a page showing that one event.
  • The organizer is told in their inbox when someone replies.

Reply as a teammate

Open the event and use Going? with Yes, Maybe or No. You can always read events you are invited to, whatever your access to the calendar.

Reply as an outside guest

The link in the email shows the event and your status ("You're going", "You might go", "You're not going", "You have not replied yet"). Click Yes, Maybe or No. Add to my calendar (.ics) downloads the event. If the event was cancelled you see "This event was cancelled." If the link is wrong you see "This invitation isn't available".

Reminders

  • In More options pick Reminders: At start, 5 min before, 10 min before, 15 min before, 30 min before, 1 hour before, 2 hours before, 1 day before, 2 days before, 1 week before. Up to 5, and at most 7 days before.
  • Each calendar has Default reminders for new events. A new calendar starts with 10 minutes. See Calendar settings.
  • Reminders arrive in the inbox of the organizer and of teammates who have not declined. They are worded in each person's own time zone.
  • Guests outside the team get no reminders.

Tips

  • Use Find a time before you invite people.
  • Deleting an event with guests tells them it is cancelled.

Troubleshooting

Enter an email address to invite. The address is not valid.

attendee is not a member of this organization A person you picked has left the workspace.