Here are some things to keep in mind when deciding whether to mark someone as required or optional, as well as whether to make them a coordinator.
Marking a Guest as Required
This is the default state for any guest that you add to a meeting. When a guest is required, we will only book the meeting at a time that they are available. If they are also an x.ai user, we'll do that automatically by instantly comparing everyone's calendar. If they are a not an x.ai user, we will not book the meeting until they confirm their availability.
Marking a Guest as Optional
When you mark as a guest as optional, we will not look at their calendar or consider their availability when booking the meeting. We'll book a time that works for the required participants, even if it conflicts with the optional guest's other events.
Optional guests will still receive a calendar invite, but their optional status will carry over to that invitation.
Marking a Coordinator as Optional
When you designate a guest to be the coordinator for another guest, you are giving them the permission to negotiate a meeting on behalf of another guest(s). When someone is working as coordinator, Amy will not take the coordinator’s own schedule into consideration while negotiating the meeting. Amy will send both the coordinator and the guest the calendar invite, with both marked as required.
You do have the option to mark your coordinator guest as optional, the same way you'd mark any guest as optional. Click once on the person silhouette button on the right side to mark them as optional.
Now they'll be able to coordinate on behalf of another guest and be marked optional for the meeting. Voila!