# Schedule a meeting

Plan a meeting with a client and a colleague, give it a place and a video link, a tag and a reminder, and send the invitations they answer from their e-mail.

A meeting is planned from Calendar with **New**, or from a contact. This page fills in every part of the meeting form.

## Before you start {#before-you-start}

- Every internal user can schedule a meeting.
- A guest from outside the company must exist as a contact with an e-mail address: see [Contacts](/docs/contacts). A guest without a valid address is marked with a warning sign and receives no e-mail.

## Fill in the meeting {#fill-in-the-meeting}

1. Open **Calendar/Calendar** and click **New**. You are the organizer and the first attendee.
2. Type the **Meeting Subject**.
3. Set **Start**: the start and the end, in your time zone. **Duration** changes the end; the **All Day** switch keeps the dates only.
4. Type the **Location**: a room, an address or a court.
5. In **Select attendees...**, add each person: the client, then the colleagues. The counter above the list shows the guests and their answers.

![The subject, the time, the place and the people invited, the client and a colleague.](https://jaah.app/web/image/12384-d120623e/calendar-schedule-attendees-en.png)

A moon beside a name means that the person is not available then: busy in another meeting, or outside the working hours of an employee.

## Add a video link {#video-link}

Click **Jaah meeting** next to **Video Link**. The meeting receives its own link: opening it starts a video call in [Discuss](/docs/discuss) for the attendees. The icons next to the link copy it, remove it and join the call. To use another video service, paste its link in **Video Link** instead.

![The meeting now has its own video link; the arrow joins the call.](https://jaah.app/web/image/12396-c5f51776/calendar-schedule-video_link-en.png)

## Busy or available, public or private {#status}

**Status** holds two choices. **Busy**, the default, blocks the time for the attendees; **Available** leaves them free for other meetings. The second list sets who sees the details: **Public**, **Private** or **Only internal users**; left empty, it reads **User default** and follows the organizer's preference. [How meetings and invitations work](how-meetings-and-invitations-work#privacy) explains what each one shows.

## Options {#options}

1. Open the **Options** tab. **Organizer** is you; choose a colleague to organize it on their behalf.
2. **Tags** sort meetings by kind: the demo has Customer Meeting, Internal Meeting, Off-site Meeting, Open Discussion and Feedback Meeting.
3. **Reminders**: a *Notification* reminder shows a pop-up in the browser of each internal attendee; an *Email* reminder sends an e-mail to every attendee who has not declined.

![The Options tab with a tag and an e-mail reminder three hours before.](https://jaah.app/web/image/12406-38ad525c/calendar-schedule-options-en.png)

4. **Calendar description** is the text the guests receive with the invitation. When the meeting is first saved, the organizer's contact details, and those of the guest when there is only one, are added at its end. The **Notes** tab is for the team only and never leaves the meeting.
5. **Recurrent** repeats the meeting: see [Repeat a meeting](repeat-a-meeting).

## Save and send {#save-and-send}

Click **Save manually**. You count as **Yes**, and every other attendee with an e-mail address receives the invitation, with the meeting attached as an *invitation.ics* file and a **View** button that opens a page where the guest clicks **Accept** or **Decline**. The counter then reads the answers: **Yes**, **Maybe**, **No** and **Awaiting**.

![The meeting is saved and the invitations are sent; EMAIL writes to every attendee.](https://jaah.app/web/image/12410-948feaec/calendar-schedule-saved-en.png)

**EMAIL** opens an e-mail to all the attendees, prepared from the template *Calendar: Event Update*; nothing leaves before you send it.

## From a contact {#from-a-contact}

The form of a contact has a **Meetings** button that counts the meetings this contact attends. It opens the calendar on them, and **New** there invites the contact and you at once.

## FAQ {#faq}

### Does an invitation go out for a meeting in the past? {#past-meeting}

No. Invitations are sent only for a meeting that has not started yet. Use **EMAIL** to write to the attendees of a past meeting.

### A guest did not receive the invitation. Why? {#no-invitation}

The warning sign next to the name says the contact has no valid e-mail address. Correct it on the contact, then remove and add the guest again: a newly added attendee receives the invitation.

### Who receives the reminders? {#who-gets-reminders}

Every attendee who has not declined. A notification shows only to users of Jaah; an e-mail reminder reaches clients too.

### Can a colleague change my meeting? {#who-can-edit}

The organizer and the attendees can, and so can an administrator when the meeting is not private. The others only see it.

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- Source: https://jaah.app/docs/calendar/schedule-a-meeting
- Updated: 2026-10-27
- Version: Calendar 19.0.1.0.3
- Verified: 2026-10-27