NEW: Use Meeting Template Shortcuts to Schedule Over Email

Scheduling a meeting over email is as simple as adding scheduler@x.ai to any email that has your guests on it. You can then use any Meeting Template shortcut in natural language: Scheduler, book an /interview meeting

use your meeting template shortcut to schedule a meeting over email

After you send the email to your guest and Scheduler, x.ai will send an email just to you that confirms the details of your request. You’ll see a summary of the Meeting Template settings: The title, the date/time range, the location, the guest(s), and the meeting duration.

x.ai sends a confirmation email summary before sending times to your guests

From this email, you can opt to make additional changes to the request on the x.ai app or you can click the “Schedule as is” button and Scheduler will immediately email a selection of your available times to your guests.

Pro Tip: Feeling confident in your email scheduling prowess? You can turn off the confirmation email in your Meeting Template settings. Scheduler will immediately send times to your guests after you send the initial scheduling email.

Similar to when you copy available times into a message, your guests will each receive an email with a selection of your available time slots. From the email, they can choose a time and confirm their information to book the meeting. They can also click a link to view more times, which brings them to a calendar page where they can see a broader range of your availability.

your guest receives an email with times that work for you

When your guest(s) confirms a time, x.ai sends out the event invite to everyone on your behalf.

Note: If you don’t specify a template shortcut in your email, x.ai will automatically use the presets from your default meeting template.

Narrow Down Your Availability Automatically 

You can always include additional date and time details when you use a Meeting Template shortcut and x.ai will adjust your availability accordingly. You can write these out in natural language.

For example: The /reference-call template’s scheduling hours are set for 9am to 2 pm Monday through Friday. You can override those by writing out when you want the meeting to happen, either as a set date and/or time or as ranges.

Scheduler, book /reference-call on Thursday.

Scheduler, find time for a /reference-call next month between 2-5pm. 

You can also set a specific date and time for the meeting, which can be especially useful when your guest has already shared their availability. Scheduling with your Meeting Template ensures all of your preferences are applied, including your customizations for Record & Transcribe, Pre-Meeting Reminders, and Post-Meeting Actions.

Scheduler, send an invite for the /reference-call at 3:15pm on Tuesday.

When you set a date and time, x.ai skips the step of sending time options to your guests. Instead, Scheduler will send your guest(s) a confirmation email letting them know that you’ve scheduled the meeting.

your guest receives a confirmation email when you schedule a meeting with a set date and time

Note: When you add clarifying information to the Meeting Template shortcut, Scheduler will send you a confirmation email to ensure all of the details were processed correctly. This helps to ensure your guests have a clear and easy-to-understand experience.

Change the Meeting Details Automatically 

You can also change the meeting title, duration, and location when you use a Meeting Template shortcut. Simply include those details in natural language when you schedule over email:

Scheduler, find 45 minutes for a /onboarding meeting over Zoom and call it “Product Education Session 1”

In this example, you are overriding the /onboarding Meeting Template settings which are set for a 60 minute meeting over Microsoft Teams.

You can also indicate whether any guests should be optional in the meeting:

Scheduler, find 45 minutes for a /onboarding meeting over Zoom and call it “Product Education Session 1”. Josh is optional.

When you add clarifying information to the Meeting Template shortcut, Scheduler will send you a confirmation email to ensure all of the details were processed correctly.

Simplified Scheduling With Meeting Templates

Meeting Templates are the foundation of x.ai scheduling. In addition to using them to schedule over email, you can also use your Meeting Templates to schedule over Slack and with our Meeting Creator tool.

Looking for Meeting Template inspiration? Visit our Meeting Template Library to see examples of real templates that you can easily add to your account and customize.