Meeting invitations and joining

When you start or schedule a meeting with guests, PlexiDesk invites them in one of two ways. Teammates who are online can be rung, so a card pops up in their PlexiDesk and they join with one click. Everyone else gets an email from your own mailbox with the meeting's details and a link that opens the meeting in PlexiDesk.

This page explains what your guests receive, how they join, and what to do when an invitation does not arrive.

Invitations and joining are part of every plan. Ringing teammates who are online needs the Team plan.

Before you start

• Connect a mailbox in Mail so PlexiDesk can email invitations. They are sent from your own email address. See Connect your email account.
• Guests need PlexiDesk. To join a PlexiiMeet room, a guest needs PlexiDesk installed on their computer and must be signed in. They can be inside or outside your organisation.

Invite people

You add guests when you create the meeting, in the New meeting or Book time window. See Start or schedule a meeting.

• People with an email address are emailed an invitation when you start or schedule the meeting.
• Teammates you pick under Online now are rung in PlexiDesk the moment the meeting starts.

To bring someone in once the meeting has started, click Invite people in the meeting and choose a teammate who is online. See In a meeting.

What an email invitation says

Each guest gets their own email, with the subject Meeting invitation: and the meeting's title. It says who invited them and lists:

• What: the meeting's title.
• When: the day and time, and how long it runs.
• Where: the address or room, for an in-person meeting.
• The join link. For a PlexiiMeet room, Join the meeting in PlexiDesk. When you pasted a Google Meet, Zoom or Teams link, that link comes first and the PlexiDesk link follows as Or in PlexiDesk. For an in-person meeting, the PlexiDesk link is offered for anyone who cannot be there.

The email ends by reminding the guest to open the PlexiDesk link on a device with PlexiDesk installed.

See whether invitations went out

A few seconds after you schedule or start the meeting, a notice says how it went:

When you book a meeting on the calendar, invitations wait 10 seconds first, so you can still click Undo. See Book time and meetings on the calendar.

Join a meeting

From an email invitation

Click the PlexiDesk link in the invitation. PlexiDesk opens and joins the meeting room. If your computer asks which app to open the link with, choose PlexiDesk.

From a ring

When a teammate rings you, a card appears at the bottom right of PlexiDesk saying who invited you and to which meeting. Click Join to go straight in, or Dismiss to ignore it.

From your calendar

Rest the pointer on the meeting's block and click the video camera, Join this meeting. When the meeting has a pasted Google Meet, Zoom or Teams link, the button opens that link. Otherwise it opens the PlexiiMeet room. See Calendar in Plexii.

For a meeting from a Google or Outlook calendar you have linked, use the join button on the meeting itself. See Meetings from your Google or Outlook calendar.

The first time you join, your computer may ask to let PlexiDesk use your microphone and camera. Allow both. On a Mac, see Allow microphone, camera and screen recording on a Mac.

Save a meeting to another calendar app

To keep a PlexiiMeet meeting in the calendar app you use every day:

1. Open Calendar and rest the pointer on the meeting's block.
2. Click the calendar button, Add to my calendar.
3. Choose:
   • Apple Calendar / Outlook to open the meeting in your computer's calendar app, ready to save.
   • Google Calendar to open it in Google Calendar in your browser, ready to save.

The saved meeting carries the PlexiDesk join link.

To have all your blocks written to a Google or Outlook calendar automatically, see Sign in to Google or Microsoft calendars.

Common questions

A guest says the link does nothing. They need PlexiDesk installed and signed in. Once it is, the link opens the meeting.

Can someone without a PlexiDesk account join? They need to sign in to PlexiDesk to join a PlexiiMeet room. For a meeting with people who will not use PlexiDesk, paste a Google Meet, Zoom or Teams link under WHERE instead. Their invitation leads with that link.

I did not get a ring card. Rings reach teammates who have PlexiDesk open and are online. You can still join from the calendar or from the email.

Related tasks

• Start or schedule a meeting
• In a meeting
• PlexiiMeet: meetings
• Connect your email account
• Book time and meetings on the calendar