Organising a team meeting

Step by step

1. 1

   Start a new meeting

   Open the Calendar tab and tap Meeting (the button with the + at the top). The meeting form opens.

2. 2

   Fill in the details

   • Title — what the meeting is.
   • Description — anything the team should know (optional).
   • Location — this starts as your studio address. Tap it to search for a different place, or tap Use the studio address to put it back. Handy when the gathering is somewhere else, like a restaurant.
   • Date, start time, and duration.
3. 3

   Choose who's invited

   Below the details is your team. Use the type filters to narrow by discipline, or tap the whole-team option to select everyone shown. Guest artists appear only when they're physically at your studio on the date you picked — change the date and the guest list changes with it.

   As you set the date, time, and duration, each member shows whether they're free:

   • Busy — they already have a confirmed booking (or, for a time-based artist, any booking) at that time. You can't add them; they'd have to be free first.
   • Possible clash — they have a session pencilled in for that time that isn't locked yet. You can still invite them, and they'll sort it out when they respond.

   If you change the time to something that now clashes with someone you'd already added, the form warns you before you save and lets you either drop those people or adjust the time to fit everyone.

4. 4

   Send it

   Save the meeting. Everyone invited gets a notification and the meeting lands on their calendars right away. Their schedule is blocked for that time from the moment the invite goes out.

• How a meeting blocks schedules

  The moment you invite someone, the meeting holds their time — even before they respond. That's deliberate: it stops a client grabbing the slot while the person is still deciding.

  • Accepting keeps the time blocked (they're coming).
  • Declining or leaving frees their time again immediately, so they (or their clients) can use it.

  Because the time is held, a meeting can never sit on top of a real booking — the person is either keeping it blocked or has freed it by declining.

• What invitees see and how they respond

  Tapping a meeting on any calendar opens its page. There they see the title, description, where and when it is, a Directions link to the address, a headcount (Coming / Pending / Declined), and the full list of who's coming, who's still to reply, and who declined — with each person's reason.

  Their own controls:

  • Accept — they're coming.
  • Decline — a reason is required, and everyone invited can read it.
  • Leave — they can step out of a meeting they'd accepted at any time.

• Where meetings show up

  A meeting appears in purple everywhere your team manages time, so nobody misses it:

  • The studio Calendar — as an MTG marker on the Month grid and a purple bar on the day and week timelines.
  • Each invited person's own Bookings calendar — a purple marker on their month grid and a bar on their day.
  • Their News calendar in Following mode.
  • When you schedule a job interview, the times taken by a meeting show as greyed-out busy time so you don't book an interview on top of one. (You're warned, but can still go ahead if you mean to.)

  To a client, none of this shows. On a client's booking screen the affected times simply read as unavailable — they never learn a meeting exists.

• Editing or cancelling

  Open a meeting and tap the pencil to edit it. Make all your changes and save once, so the team gets a single notification rather than one per change.

  • Changing the date asks everyone to respond again — their replies reset and their schedules re-check against the new day.
  • Changing only the time, duration, location, title, or description keeps everyone's replies; they're just told it changed.

  Cancel meeting removes it entirely, frees everyone's time, and tells the people who were coming or still to reply. There's no kept record.

• Reminders and notifications

  Everyone coming gets a reminder push 24 hours before and again 1 hour before. You're also notified as people accept or decline (with their reason). Leaving is the one thing that's silent — the headcount and lists on the meeting page show the change instead, so a big team stepping in and out doesn't flood you with alerts.

Frequently asked questions

Can my clients see a team meeting?

No. Meetings are internal. A client only ever sees the affected time as unavailable on the booking screen — never the meeting, its title, or who's invited.

Why can't I invite a certain artist?

They're marked Busy because they already have a booking at that time. Pick a time they're free, or invite them once that booking clears.

Someone declined — does their time open back up?

Yes. Declining or leaving frees their schedule straight away, so their clients can book that time again.

Can I invite a visiting guest artist?

Only when they're at your studio on the meeting's date. Set the date first; guests present that day appear in the invite list, and they drop off if you move the meeting to a day they're not in.