Invite Them via Calendar
Invite an employee to a meeting the same way you invite a coworker: add their address to the calendar event. No RSVP step on your side, 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. Their mailbox picks up the invite on its own and the employee auto-joins when the meeting starts. Turn on the employee's Meeting Attender tool first, that is the part that actually joins the call.
Prefer to stay in Sistava? You can book the same meeting from the workspace calendar instead: Calendar > Create > Meeting, paste the link, pick who attends. See Plan Work on the Calendar.
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's mailbox processes 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.
- No manual step. Adding the address is all it takes, there is nothing else to confirm on your side.
- 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 recognized but no one joins the call.
2. Invite the address to your event
Copy the employee's address from Settings > Technical > Channels > 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, no confirmation needed from you, and at the scheduled time the employee 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. |
There is no extra per-minute fee for the meeting itself, you pay only for the work the employee does while it is in the call.
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 recognized 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.
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. Its mailbox picks up the invite automatically and it 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 in the Calendar drawer under Settings > Technical > Channels. 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.