Invite Participants to a Scheduled Meeting

Once you have a meeting link on the calendar, you can bring people in ahead of time. Cloud Voice gives you two ways to do this: let the system email each participant automatically, or copy the meeting details and share them however you like. Both start from the Upcoming Meetings list in the Cloud Voice App web client.

Invite people with system invitation emails

Use this method when you want each guest to receive an email from your organization directly.

Before you start

• You have already created a meeting link.
• Every person you plan to invite has an email address on file.

Steps

1. Sign in to the Cloud Voice App web client and open Video Conferencing.

2. In the Upcoming Meetings list, find the meeting and click the add-contact icon next to it. Your colleagues and saved contacts appear in a list.

   

   Caution

   A meeting holds up to four participants in addition to you. Choose who to invite carefully.

3. Add the people you want in the meeting:

   • Colleagues or saved contacts: Type a name, number, or email address in the search bar. Matching entries appear, then select the checkbox for each person you want.
   • External guests not in your Contacts: Type the guest’s email address in the search bar, then click any empty area to confirm the entry.

4. Click Invite.

Result

Cloud Voice sends invitation emails to each selected address through your organization’s email server.

Note

• If none of the emails go out, ask your system administrator to confirm the email server is configured correctly.
• If only some emails fail, open Email Sent Logs for the details. When you don’t have permission to view those logs, contact your system administrator.

Invite people by copying the meeting details

If you would rather send the details yourself, closer to the meeting time, copy the invitation information and paste it wherever you need.

Before you start

You have already created a meeting link.

Steps

1. Sign in to the Cloud Voice App web client and open Video Conferencing.

2. In the Upcoming Meetings list, find the meeting and click the copy icon next to it. The meeting’s invitation information is copied to your clipboard.

   

3. Paste and send the invitation information to the people you want to attend.

   Tip

   The copied details work anywhere you can paste text, such as an email, a chat message, or a calendar invite. This method is handy when you want to reach specific people close to the meeting time.

What’s next

When it’s time to begin, see Start a Scheduled Meeting as the Host.