Plan
Who is invited to the briefing call?
Who gets the calendar invitation to the briefing call with the moderator, how to add more people and what happens when something changes.
As soon as a slot for the briefing call with the moderator is booked, iveo sends a calendar invitation automatically. It goes to these people:
- The person who booked the slot, at the email address of their iveo account.
- The moderator of the programme item, at the address stored on their speaker record. If no address is stored there, the moderator gets no email. The appointment stays booked all the same.
- Every briefing contact of the programme item, as long as an email address is entered.
Each address receives the invitation only once, even if one person holds several of these roles.
Who doesn’t get an invitation?
Other members of the programme team, including other programme organisers, are not invited automatically. Only the person who booked and the briefing contacts are invited.
How to add more people: enter them in the programme item’s briefing as a briefing contact, with an email address. If the appointment is already booked, producers or moderators send the invitations again afterwards (see below).
When can a slot be booked?
A slot can only be booked once a producer has opened booking with “Booking open” and the moderator has accepted their request. Until then you only see the slots for orientation. The programme item also needs a briefing contact with an email address; if there isn’t one yet, you pick one while booking. There is one briefing call per programme item. How the briefing and the booking work in detail is on the page Programme and calendar.
What does the invitation look like?
- Everyone involved gets the same calendar appointment, with title, event and meeting link. Accepting and declining work like with any other calendar invitation.
- The sender is the event’s mailbox if one is connected, otherwise iveo’s notification address.
- If the event team has chosen “Connect calendar” on the event mailbox, Google creates the appointment in the mailbox’s calendar and invites the guests itself. The invitation then comes straight from Google and not additionally as an email from iveo. More on the page Inbox and mailings.
- On the “Briefing call” card you can also download the appointment at any time with “Add to calendar”.
What happens when something changes?
- Appointment cancelled: if someone on the team frees the slot again with “Cancel appointment”, everyone invited gets a cancellation and the appointment disappears from their calendars.
- The moderator declines: the booking is lifted, and everyone invited gets a cancellation too.
- Resend invitations: in the settings under Moderation briefing, producers and people with the moderator role use “Resend invitations” under “Bookings” to send the invitation to all upcoming bookings once more. The existing calendar appointment is updated, not duplicated. Newly added contacts get the appointment this way after the fact.
If the appointment runs through Google, Google cancels it as well. iveo still sends the reason for the cancellation as a separate email.
Data protection
The addresses are only used for this appointment. Anyone without a stored address isn’t contacted. Because everyone gets the same appointment, the invitees see the guest list with the others’ addresses, so you can coordinate among yourselves.