With Scoro's Calendar, you can easily manage events with your clients and other external guests.
This article will show you how to add external guests and send the event invitations to their email addresses, as well as how to propose multiple meeting time options to your client without the back-and-forth communication via email.
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1. Inviting guests and sending event invites
You can easily add external guests and send event invitations to their email addresses. This helps you ensure that billable time is logged in Scoro and automatically linked to the right project and other data, improving your data accuracy.
To do this:
- Enter your external guest’s email address in the Invite guests field.
Click the + icon next to add more guests. - Once you've added at least one guest, the Send invite toggle on the left to the Save button will appear. It is enabled by default.
- Save your event.
Note!
- Event invites can be sent to external guests (not your site users) and for single-occurrence events only.
- To send out the invitation emails from Scoro, you must set up your personal SMTP and ensure that your calendar integration data sync direction is set To Scoro.
Once saved, Scoro will automatically send your guests an invitation email with the following info:
- key event details like date, time, location, participants, and a conference link
- .ics file they can use to add the event to their calendars
- buttons for confirming the event attendance
You can track who accepted or declined the invitation by checking the Guests section in the event detailed view.
2. Proposing and confirming a suitable meeting time
There's no need to send emails back and forth when trying to find a meeting time that suits everyone. Just pick the available time slots in your calendar, and an email with an invite will be sent to the client. The client can then pick the most suitable time straight from the email, and it's automatically added to your and the client’s calendar.
To propose meeting time options to a client:
- Click on Select time slots.
- Select the possible suitable slots in the calendar by clicking on them. After selection, click on Proceed.
- Fill in the event data and select a contact person, who will receive your invite. Make sure you've linked a valid email address to the contact.
- If you wish to send the invite to more than one contact, click on More in the upper right corner on the window and select Add guests. Click on Save and propose times.
- The events are saved and the invite (email) is displayed.
- Edit the invite, if necessary, and Send it on its way.
- The proposed time slots will be booked in your calendar. The frame around the time of the event indicates that these times have yet to be confirmed. These unconfirmed events are not visible in the work report, as they are still just reservations, not actual events.
- The client can then pick the most suitable time straight from the email, and the selected time will be automatically added to your and the client’s calendar. Other time slots will become available in your calendar.
If the recipient of the invite cannot confirm a time, you can do it for them.
Just open the suitable calendar event and click on Check event details. (In this view you can also see a Send e-mail to participants button. This allows you to contact other event participants in just one click.)
Now pick the most suitable time by clicking on it.
The selected event is confirmed in the calendar. You can also add this event to other calendars, e.g. Apple Calendar. Just click on the blue button Add this event to your calendar.
In the Scoro calendar, the selected event is confirmed (the time of the event is now fully colored) and other bookings are deleted. The event is now also visible in the work report.
Every user can choose whether or not they want the description of the event to be displayed in the invite. If the setting Show description in calendar invite is activated under My settings > My calendar and tasks, the description field can be used to share information about the event with the guests. If the setting is deactivated, the description field can be used for personal notes.
Note! You can create custom e-mail content here: Settings > My settings > E-mail.