# Invite Them via Calendar

Invite an employee to a meeting the same way you invite a coworker: add their address to the calendar event. They accept automatically, and when the meeting starts they join, listen, take notes, speak when addressed, and send a summary after. No new tool to learn, you use the calendar you already run your day from.

## TL;DR

Add an employee's personal address as a guest on any Google, Outlook, or Apple calendar event that has a Meet, Zoom, or Teams link. The employee accepts the invite on its own and auto-joins when the meeting starts. Turn on the employee's Meeting Attender tool first, that is the part that actually joins the call.

## How It Works

Every employee already has a personal address, the same one the Mailbox channel uses. When you add that address as a guest on a calendar event, the invite arrives as a normal ICS message, the employee accepts it, and the meeting link on the event is handed to the Meeting Attender pipeline. At the scheduled time the employee joins the call.

- **One identity per employee.** The same address covers email, calendar invites, and any ICS-carrying message. You never manage a separate calendar account.
- **Automatic accept.** The employee accepts the invite for you, so the event shows them as attending.
- **Auto-join at start time.** When the meeting begins, the employee joins, transcribes, answers when spoken to, and writes a summary afterward.
- **Any of the three platforms.** A Meet, Zoom, or Teams link on the event all work, the right driver is chosen automatically.

## What You Can Do

| Action | How it works |
|---|---|
| **Invite an employee to a meeting** | Add their address as a guest on the calendar event, exactly like inviting a person. |
| **Recurring standups** | Invite the employee once to a recurring event and they show up to every occurrence. |
| **Hand off note-taking** | Let the employee attend, transcribe, and summarize while you focus on the conversation. |
| **Pull the summary later** | After the meeting, the transcript and summary are in the employee's memory and Drive. |

## How to Set It Up

Calendar is always on, there is no channel to switch on. Two things make it work:

**1. Turn on the Meeting Attender tool for the employee**

Auto-join runs through the Meeting Attender tool. Open the employee's Tools tab and enable it. Without it, the invite is accepted but no one joins the call.

**2. Invite the address to your event**

Copy the employee's address from **Settings, Communications, Calendar**, then add it as a guest on your calendar event:

| Calendar app | Where to add them |
|---|---|
| Google Calendar | **Add guests** |
| Microsoft Outlook | **Invite attendees** |
| Apple Calendar | **Add Invitees** |

Make sure the event has a Meet, Zoom, or Teams link attached. Send the invite, the employee accepts on its own, and at the scheduled time it joins and runs the meeting flow.

## Tips and Tricks

- **Attach the meeting link before you send.** The employee joins the link on the event, so add the Meet, Zoom, or Teams URL before inviting them.
- **Use recurring events for standups.** Invite once, attend forever. The employee joins every occurrence without another invite.
- **Same address everywhere.** The calendar address is the employee's Mailbox address, so you only ever copy one address per employee.

## What It Costs

| Cost | What it covers |
|---|---|
| **Token credits** | Same as web chat. Billed per call the employee makes during the meeting. |
| **Runtime credits** | 1 credit per minute the employee spends in the meeting. |

You pay only for the time the employee is actually in the call and the work it does.

## Is It Safe

- **You control every invite.** The employee only joins meetings you add its address to. Nothing auto-joins on its own.
- **Per-employee identity.** Each employee has its own address bound to one workspace, so invites never cross to another customer.
- **Bounce containment.** A bad address suppresses only that one mailbox and never touches your account email.

## Good to Know

- **The Meeting Attender tool is required.** Enable it on the employee first, or the accepted invite never turns into a join.
- **On from day one.** Calendar is enabled for every workspace, no plan upgrade needed.
- **Related channel.** For joining a call you already have open right now, without a calendar event, see the [Live Meeting guide](/guide/channels/meeting).

## Frequently Asked Questions

**Q: How does an employee end up in my meeting?**
A: You add its address as a guest on the calendar event. It accepts automatically and joins when the meeting starts, as long as the Meeting Attender tool is enabled for that employee.

**Q: Which calendars work?**
A: Google Calendar, Microsoft Outlook, and Apple Calendar. Any of them can invite the employee, and any Meet, Zoom, or Teams link on the event works.

**Q: What address do I invite?**
A: The employee's personal address, shown on the Calendar panel under Settings, Communications. It is the same address the Mailbox channel uses.

**Q: What if nobody joins the meeting?**
A: The Meeting Attender tool is almost certainly off for that employee. Enable it on the employee's Tools tab and the next invite will join.