Meetings and availability

Invite colleagues and guests to events, answer invitations, record meeting notes, and check when someone is busy or away.

Every calendar event can have participants who answer the invitation, and meeting notes that record what was decided. The Availability tab shows when a colleague is busy or away in a week, so you can find a time before you invite them.

Key concepts#

Participant: Someone invited to an event: a member of your organization, or a guest invited by email address.
RSVP: A participant’s answer: accepted, tentative, declined or no response. New participants start at no response.
Optional participant: Participants are required unless marked optional, which is shown as “(optional)” next to their name.
Busy: Time in a person’s week taken by an event they organize or are invited to, or by a work item assigned to them.
Away: Time covered by approved leave.

Who can use it#

Permissions

calendar_event.viewcalendar_event.create

With calendar_event.view you can see participants, answer your own invitations, read meeting notes and check anyone’s availability. calendar_event.create is needed to invite and remove participants and to record meeting notes.

Invite participants#

Open the event from CalendarWeek. The Participants section lists everyone invited, with their answer.

Invite a colleague
Under Invite a member, choose a person from Select a person and click Add.
Invite a guest from outside
Under Or invite by email, type their email address and click Invite. Guests are shown by email address.
Remove someone
Click Remove next to their name.

Note

Inviting someone records them on the event and adds the event to their busy time. Guests invited by email don’t receive a calendar invitation from this screen, so send them the details yourself.

Answer an invitation#

When you are a participant, a menu appears next to your own name. Choose Accept, Maybe, Decline or No response. Your answer shows as a badge that everyone can see: accepted, tentative, declined or no response.

Only you can set your own answer. Organizers and colleagues can’t answer for you. A participant marked as a No-show after the meeting carries a badge saying so.

Record meeting notes#

Open the event
After the meeting, open the event and scroll to Meeting notes.
Write the outcome
Fill in Outcome (what was decided) and Next steps. Each can be up to 2,000 characters.
Save
Click Record notes. To change them later, edit the fields and click Update notes.

Each event has one set of notes. People without calendar_event.create see the notes read-only, or No notes recorded for this meeting.

Notes that need more room

For an agenda, detailed minutes or a decision log, write a page from the Meeting notes template in Documents and keep the event’s notes to the outcome and next steps. For customer calls and meetings, log them on the customer too; see Customer activities.

Check someone’s availability#

Pick the week
On the Week tab, move to the week you care about. Availability uses the same week.
Pick the person
Open the Availability tab and choose them under Whose availability.
Read their week
Each busy or away block is listed with its start and end. If there are none, you see Fully free.

What each block means#

Badge	Meaning
Busy	An event they organize or are a participant in (unless cancelled), or a work item assigned to them with a start or due date that week.
Away	Approved leave. Pending or rejected leave doesn’t show.
In working hours	The block falls on a working day of their business calendar.
Outside working hours	The block falls on a non-working day or a holiday.
Working hours unknown	No business calendar could be checked.

Working days come from the person’s business calendar: their personal calendar, their team’s, the organization’s, or the platform default.

Availability shows time, not details

Blocks only show when someone is busy or away. They never show the event titles, work items or leave types behind them.

Tips#

Check Availability for each required person before creating the event.
Record meeting notes on the day, while decisions are fresh.
Cancel events that aren’t happening, so they stop blocking people’s time.

FAQ#

Why can’t I change someone else’s RSVP?

Only the invited person can answer for themselves.

A colleague is on leave but Availability shows them free.

Only approved leave counts. If their request is still pending, it doesn’t appear.

Why is a whole day of someone’s week busy?

A work item assigned to them has a start or due date on that day. Work items count as busy for the whole day.

Still stuck? Search the docs with ⌘K, open Help inside UnitX, or contact support.