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Invitee Experience

When you invite someone to a meeting, CalendarHero handles all the outreach and follow-up automatically. Invitees receive a meeting invite email with a link to select a time based on your availability. Once they book, both you and the invitee receive a calendar event and confirmation.

What invitees see​

Clicking your personal scheduling link or meeting invite takes invitees directly to your scheduling page, where they select a time from your available slots. After selecting a time, they provide their name, email, and any invitee questions you've set up. For group meetings, invitees can see times others have already selected.

The scheduling page displays the meeting title, your profile icon, duration, location, and any meeting instructions you've added. Timezone is auto-detected from the invitee's browser settings and can be overridden manually. Language is also auto-detected and can be pre-set in your meeting type settings.

Invitees who use Google Calendar or Microsoft Calendar can optionally sync their calendar directly on the scheduling page to see conflicts alongside your available slots. This sync is private — only the invitee can see their own calendar data, and nothing is stored after the session.

Emails and reminders​

CalendarHero automatically sends invitees the following:

  • Meeting invite — sent when you create the meeting request, asking them to select a time
  • Reminder to respond — up to 4 automatic follow-ups if the invitee hasn't responded
  • Meeting confirmation — sent once the meeting is booked, with full details and a calendar invite
  • Upcoming meeting reminder — sent on the day of the meeting to reduce no-shows
  • Reschedule or cancellation notice — sent automatically if the meeting changes

Invitee notifications are available in English, Spanish, Portuguese, French, German, and Swedish.

Customization options​

Branding — Pro and Team plan users can upload a custom logo and profile icon that appear on the scheduling page and meeting directory. Team admins can apply a logo across all members. You can also hide the "Powered by CalendarHero" footer.

Calendar display — Choose whether invitees see a daily view (focused on the next 7 days) or a monthly view. Go to My Profile → Branding & Display to set your preference.

Meeting instructions — Add a brief bio or context about the meeting that appears on the scheduling page. Instructions are set per meeting type and support bold, italic, and bullet formatting.

Redirect after scheduling — By default, invitees see a confirmation page after booking. Pro and Team plan users can redirect invitees to a custom URL (such as a thank-you page) after a set delay.

Meeting invite email — Pro and Team plan users can customize the email your assistant sends when inviting someone to a meeting. Go to My Profile → My Assistant to add custom copy. Team admins can apply a template for the whole organization from Admin → Applications → Meeting Scheduler. Supported variables include {{assistant.name}}, {{user.name}}, and {{contact.name}}.

Invitee questions​

Add custom questions to any meeting type to collect information from invitees during the booking process. Questions appear after an invitee selects a time, and their answers are sent to you immediately and added to the calendar event.

To add questions: open a meeting type → Invitee Experience → Add a Question. Pro and Team plan users can add up to 25 questions per meeting type. Basic plan users are limited to 1 question.

Available question types:

  • Long text / Short text — open-ended answers
  • Dropdown / Multiple choice — invitees select from predefined options
  • Consent form — display terms or link to a document invitees must acknowledge before booking
  • Phone number — dedicated field with auto-detected country code

Mark a question as Required to prevent booking until the invitee answers it.

Invitee guests​

You can allow invitees to bring additional guests to a meeting. When enabled, invitees see an option on the scheduling page to add guest email addresses. Added guests can either be asked to suggest meeting times themselves, or simply receive a calendar invite once the meeting is booked.

Enable or disable this setting per meeting type under Invitee Experience → Invitee Guests. It is on by default. Disable it if you do not want invitees to add guests to their meetings.

Frequently asked questions​

How do I mark an invitee as VIP?

In the web scheduler, click the star icon next to an invitee's name to mark them as VIP. You can mark multiple invitees or toggle Mark all as VIP. A VIP invitee must be available for the meeting to proceed — if a VIP declines, the meeting cannot go forward and you'll be notified to decide next steps. VIP is only relevant for group meetings (2+ invitees).

Can I customize the meeting invite email?

Yes, on Professional and Team plans. Go to your assistant settings to customize the email copy and your assistant's name. The email comes from your assistant on your behalf — if an invitee replies, it goes to your email address.

What does the scheduling page look like for group meetings?

For group meetings, the confirmation page shows the times the invitee suggested rather than a single confirmed time. The meeting will be scheduled once enough invitees have responded and CalendarHero's algorithm finds the best time.

How often does CalendarHero remind invitees who haven't responded?

If an invitee hasn't selected a time, CalendarHero automatically sends up to 4 follow-up reminders: 1 day after the initial invite, 3 days after, and up to 2 more based on how close the meeting's date range is. You can also manually send a reminder at any time from the Task card.