Invite your associates to a follow-up
Invitations are created when calling meetings or other arrangements between different members of a company. You invite several associates or resources to join. When they accept an invitation, the follow-up will be displayed on their diary.
To allocate time for a meeting with one or more associates, use the View tab in the Diary screen. Here you can open your associates' diaries to see when they are available for a meeting. In addition, you can select to view resources such as conference rooms, to see when those are free and set up a joint reservation for everyone from within your own diary.
Follow-ups with associates are set up by linking them as attendees to the follow-up.
When we save the meeting, an invitation is added to the person we invited and will be shown in the diary of the person on the appropriate date and time. This only happens if the invited person also is an associate. You may invite persons belonging to other contacts as well, these will not have a diary where the meeting is shown. Instead, the follow-up is shown in the activity archive of their contact.
Note
Resources and non-user persons don't receive invitations – the meeting is just created as a normal meeting for them.
Status
The users you chose to link to a follow-up will be notified of this on their screens. In the follow-up dialog, you will see a list of attendees and resources linked to the follow-up. You can also see who accepted or declined the invitation and which resources have been booked, from the symbols next to the names:
| Icon | Description |
|---|---|
 |
Invitation is accepted. |
 |
Invitation is declined. |
 |
Invitation is seen but not answered. |
| unmarked | Invitation has not been seen. |
Resources
When you link resources, the status is set to accepted because a resource cannot answer the invitation itself.
It is possible to double-book a resource. If a resource is busy at the time, Conflict is shown in the Status column. An exclamation mark is also displayed in the Follow-up dialog. You should change the time of the follow-up. The First available field displays the first available meeting time.
Handle responses to invitations
When you send an invitation, the recipient can either accept or decline it.
If the recipient declines the invitation, you get an Invitation declined notification. Click Got it to acknowledge. Optionally, find a new suitable time and reschedule the follow-up or re-assign the follow-up to someone else.
If the person accepts the invitation, it is recorded in SuperOffice in the usual way.