Sometimes the host needs to include a third person in meetings without sharing full client details. The host can automate this process instead of manually sending invitations each time.
For example, if you're a recruiter, When a candidate books a meeting, you want the assigned interviewer to automatically receive a calendar invitation. You need this invite to appear directly on the interviewer's calendar, but you also want to protect the candidate's privacy by sharing only essential information like the interview link.
This feature helps you do exactly that. You can automate this step, ensuring interviewers are always informed and meetings are added to their calendars without manual effort. This allows you to control what information the third person receives, maintaining confidentiality while keeping everyone informed.
If the meeting is later cancelled, a second rule can send a calendar cancellation to the same people, so the cancelled meeting doesn't stay on their calendars.
Sending calendar invite to anyone
Click on Admin panel on the left side pane.
Click on Automation rules card.
Click on Add new automation rule.
Click When this happens and select Meeting is booked.
Click Then do this, select Send a calendar invite, and click Continue.
Under Send to anyone, enter the email addresses you want to send the calendar invite to.
Enter the Email subject and Email body for the invitation email.
Enter the Calendar invite subject and Calendar invite body. These appear as the title and description of the meeting in the person's calendar.
Click on Continue.
Click On these bookings and select the scheduling links this rule should apply to.
Click on Save changes.
Now, every time someone books a meeting with you using an invitation, it will automatically be sent to the specified person, saving you manual work.
Sending a calendar cancellation when the meeting is cancelled
When a meeting is cancelled, the calendar invite you sent stays on the person's calendar. To take it off, create a second rule that sends a calendar cancellation to the same people. Their calendar app then marks the meeting as cancelled or removes it.
Click on Admin panel on the left side pane.
Click on Automation rules card.
Click on Add new automation rule.
Click When this happens and select Meeting is cancelled.
Click Then do this, select Send a calendar cancellation, and click Continue.
Under Send to anyone, enter the same email addresses that receive the calendar invite.
Enter the Email subject and Email body for the cancellation email.
In Calendar invite subject, enter the same subject as the calendar invite, so people can tell which meeting was cancelled. Then enter the Calendar invite body.
Click on Continue.
Click On these bookings and select the same scheduling links as the invite rule.
Click on Save changes.
The calendar cancellation works only with the Meeting is cancelled trigger. If the rule has any other trigger, the setup pane shows a warning and the rule can't be saved.