To schedule over Email or Slack, you will use your Meeting Template Shortcut, which is the end of your unique Calendar Page Link.
Meeting templates are the foundation of x.ai scheduling. Each template is a collection of saved preferences for a specific type of meeting, like what days and times you’d like to do these meetings, where they’ll be held, and how long they’ll run for. Your Meeting Template Shortcut lets you easily reference which set of preferences you want the Scheduling Engine to use.
x.ai uses these preferences along with the free time slots on your calendars to generate possible times you’re available to meet.
What is my Meeting Template Shortcut?
Your Meeting Template Shortcut is the end of your unique Calendar Page URL. You can check the Template Shortcut by going to your Meeting Templates.
In the table view, you can see the Shortcut for each of your Meeting Templates and if you want to edit it, you can update it by clicking to edit the template and updating the Calendar Page Link. This will update your Meeting Template Shortcut too.
How do I use my Meeting Template Shorcut over Email or Slack?
Scheduling over email is as simple as adding firstname.lastname@example.org to any email that has your guests on it. You can then use any meeting template shortcut in natural language. For example, if you have a /zoom Meeting Template, you can just say:
Scheduler, book a /zoom meeting.
/Scheduler, book a /zoom meeting.
You can always include additional date and time details with the meeting template shortcut and x.ai will adjust your availability accordingly.
For example: The /zoom template’s scheduling hours are set for 9am to 2 pm Monday through Friday. You can override those by writing out when you want the meeting to happen, either as a set date and/or time or as ranges.
Scheduler, book /<name> at 3pm on Thursday
Scheduler, find time for a /<name> meeting next month between 2-5pm.
Note: If you don’t specify a template shortcut in your email, x.ai will automatically use the presets in your Default Meeting Template (marked with a star on your Meeting Templates) and you can still include additional details about time and location, i.e. Scheduler, set up a meeting next week over Zoom for 45 minutes. You don't need to use the /default shortcut.
After you send the email to your guests and Scheduler, x.ai will send a response email just to you that confirms the details of your request. You can make additional changes to the request from here or you can tell Scheduler to start sending times to your guests.
Can I turn off the confirmation email?
You can turn off the confirmation email if you don't want the Scheduling AI to confirm the meeting details with you before reaching out to your guests. Be aware that if you turn this setting off you won't have the opportunity to review whether the Scheduling AI correctly understood your request before your guests receive an email.
To turn this setting off, go to your Meeting Templates and click to edit the template. Under the Email Scheduling accordion, you can turn this toggle to the off state:
While you won't be required to confirm the details, the Scheduling AI will still send you a summary of what x.ai understood in case you need to make any updates.
What if I don't want the Scheduling AI to detect additional meeting information?
If you are using a Meeting Template in an automated workflow or would prefer to only use the Meeting Template preferences, you can have the Scheduling AI ignore any additional meeting information in the meeting request.
This would mean that if you were to say: Scheduler, set up a /zoom next week that the Scheduling AI would not detect or apply the "next week". Instead of setting up the meeting for next week, the Scheduling AI would only use the preferences set on that Meeting Template.