Scheduling a meeting using your calendar

To schedule a meeting, use your calendar client to invite your CafeX assistant to a meeting. Typically, your client sends an email with an iCalender (.ics) attachment. If you invite your CafeX assistant, it starts a new track including a meeting session your members use to collaborate. If you invite a CafeX track assistant, it adds the meeting to your existing track.

To schedule a meeting and create a new track:

  1. Create an event in your calendar client for a specific date and time.
    For example using:

    • iCal on iOS
    • Google Calendar from your desktop
  2. Invite the participants you wish to join your track.
  3. Invite your CafeX assistant (For example: casper@cafex.com)

When you invite the CafeX assistant to a calendar event the following occurs:

  • CafeX creates a new track to hold meetings.
  • Your track is accessible from your CafeX fast track menu.
  • You receive an email confirmation with a link to your track.
  • You receive an email that confirms the meeting is ready to use.
  • Your other participants receive an email from CafeX too; inviting them to sign up if necessary.
    • They also receive the calendar event you send to them.
  • You receive the email from the track’s CafeX assistant.
    • This email address is different from the one you send the invitation too.
    • Use this email address to share content and interact with your track.
  • If your organization is using the Office Suite integration:
    • CafeX updates the calendar event with meeting details.
    • CafeX monitors the original calendar event for changes to reflect in the track.

To schedule a meeting on an existing track:

  1. Create an event in your calendar client for a specific date and time.
    For example using:

    • iCal on iOS
    • Google Calendar from your desktop
  2. Invite the participants you wish to join your track.
  3. Invite your track CafeX assistant (For example: casper+track@cafex.com)

When you invite a track assistant to a calendar event the following occurs:

  • CafeX adds the event to your track.
  • You receive an email that confirms the meeting is ready to use.
  • If your organization is using the Office Suite integration:
    • CafeX updates the calendar event with meeting details.
    • CafeX monitors the original calendar event for changes to reflect in the track.

See also: