You can invite an unlimited number of guests to meetings you schedule with x.ai.

Multi-participant meetings with the Scheduling AI

To schedule a one-off meeting with multiple guests, simply CC all of your guests in your email to Scheduler@x.ai (or Amy@x.ai or Andrew@x.ai). Include the specific parameters you’d like, and Scheduler will reach out to your guests to find everyone’s overlapping availability. Note: You can also initiate the meeting from the Meeting Creator directly.

If your guests are also x.ai users, the Scheduling AI will instantly schedule the meeting using everyone’s availability and preferences. If your guests are not x.ai users, the Scheduling AI will find times that work for everyone.

Each participant will receive an email that asks them to select multiple time options that work for them. They can also mark themselves as optional, be removed from the meeting if they aren't needed, or select times on behalf of other guests in the meeting.

On this calendar view, your guest can check off multiple times they are available to meet. The first guest to select times will see the view below.

Once one guest has selected times, all subsequent guests in the meeting will see a different view that will show the list of times that have already been selected. This is to help narrow things down so that the system can find an overlapping time. 

If there is an overlapping option for all guests, we'll choose one and book the meeting automatically once all guests have selected times.  If there are no overlapping options, we'll let you know so you can try again.

Multi-participant meetings with Calendar Page 

To allow your guests to add additional guests using your Calendar Page, go to your Meeting Templates and click on “edit”. Scroll down to “Restrictions” and you can turn on the preference to allow your guests to add an additional 10 guests to your meeting using your Meeting Template preferences! An invitation with the time selected will be sent to all of the added guests.  

Multi-participant meetings with One-Time Links

You also have the option to create a One-Time Link that allows you to share a link with your guests that meet certain meeting parameters. One-Time Links give you extra control over what availability you share, while still ensuring you avoid the time-suck of manually comparing calendars with your guest.

The meeting is yours to own. You share the One-Time Link with your guests directly, making it easy for them to quickly select from your available times. There’s no need to worry about future meetings being scheduled from it - the link is specific to that meeting and will expire automatically when the meeting is scheduled.

To create a One-Time Link, you can go to https://my.x.ai/meeting/create and within the Guest box, select the option labeled "Create a link to message guests myself".

You can customize the title, date and time, duration, location, custom notes to be added to the invitation, and for those on the team edition with conference room integration - whether or not you want Amy to book a conference room for your meeting.

You do need to provide their email address so that the system can keep track of who has added availability, but x.ai will not email your guests to find a time - you need to share the One-Time Link with your guests directly.

Once you've enter in your parameters, click “Create link” to generate a link that you can share with your guests.

When your guest clicks on the link you've shared, they will be asked to select which guest they are and then to choose the times they are free. The invite will be sent out once all guests have added their availability — just like in a meeting initiated over email with the Scheduling AI.

You will also see these meetings show up on your my.x.ai Home and Meeting pages, so you can always check into see where they stand. You can also make changes to the meeting, so if you need to add a guest or change your availability, you can. Just be sure to send the link to your new guest so they can add their availability too.

If you are interested in using One-Time Links for meetings with one guest, you can check out this article for more information.

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