Skip to main content

Tasks

The Tasks page is where you manage all of your meetings after you've created a scheduling request. Every meeting you create appears here, organized by status.

Task tabs​

Active — pending meetings that have not yet been scheduled. These are waiting for invitees to respond.

Upcoming — meetings that have been successfully scheduled but haven't happened yet.

Completed — meetings that have already taken place, plus any pending or upcoming meetings that were canceled.

Use the filter at the top of any tab to view meetings by meeting type. A count next to each type shows how many you have.

Active tasks​

Active tasks give you a full picture of each pending request — creation date, duration, location, which invitees have responded, and which haven't. From an active task you can:

  • Cancel — notify all invitees that the meeting is canceled
  • Reschedule request — update the time frame or duration and re-invite invitees, or book a specific time directly
  • Send reminder — manually resend the scheduling invite to invitees who haven't responded yet
  • Find Times — have CalendarHero suggest the best time based on current invitee responses, even before everyone has replied. Click … → Find Times, then select a time and click Book Now.
  • Add / Remove invitees — add or remove attendees after the request has been sent

Active reminders (created via chat) also appear on this tab. Cancel a reminder here to stop it from firing.

Upcoming tasks​

Upcoming tasks list your confirmed meetings. From an upcoming task you can:

  • Cancel — remove the meeting from all calendars and notify attendees
  • Reschedule — move the meeting to a new time (see Rescheduling below)
  • Add / Remove invitees — adjust the attendee list after the meeting is booked

Rescheduling​

CalendarHero handles all the details when you reschedule — updating calendar invites and notifying attendees automatically.

From the web: click … on any Active or Upcoming task card, then select Reschedule (or Reschedule Request for active tasks). You have two options:

  • Ask invitees for a new time — use this when you don't know the exact new time. CalendarHero cancels the original meeting and sends a new scheduling invite asking invitees to select a time within the updated date range.
  • Reschedule to a specific time — use this when you already know the new time. The meeting moves immediately and all attendees receive an automatic update. Your assistant will flag a conflict if you choose a time you're already booked.

From chat: tell your assistant "reschedule the meeting" or "postpone the meeting." Your assistant will ask which meeting, then what to change. Specify a new exact time (e.g. "August 8 at 10 am") to book it directly, or a range (e.g. "next week") to re-invite invitees. Room bookings are automatically updated if you use the room booking integration.

Querying your calendar via chat​

Your assistant can answer questions about your upcoming schedule directly from Slack or Microsoft Teams. Try:

  • "What meetings do I have tomorrow?"
  • "What meetings do I have next week?"
  • "When is my meeting with John Smith?"
  • "When am I free this week?"

Your assistant replies with the meeting name, date and time, attendees, and location for scheduled meetings, or a summary of your free time blocks.