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Inviting Participants

Best practices for sharing your event and getting participants to respond effectively.

Getting Your Event Link

After Creating Your Event

Once you create an event, you'll receive two important links:

  • Participant Link: Share this with people you want to invite
  • Organizer Link: Keep this private - it lets you manage the event

Sharing Channels

Email

Direct email invitations with context

Best for: Professional meetings, external participants
Tips:
  • Include meeting purpose in subject line
  • Add deadline for responses
  • Provide contact info for questions

Slack/Teams

Quick sharing in team chat channels

Best for: Internal team meetings, quick coordination
Tips:
  • Pin important scheduling messages
  • Use @channel for urgent meetings
  • Follow up with reminders

Social Media

Public events and large group coordination

Best for: Community events, public meetings
Tips:
  • Use clear, descriptive captions
  • Include relevant hashtags
  • Set appropriate privacy settings

Email Template

Professional Email Template

Subject: Schedule: [Meeting Title] - Please share your availability

Hi [Name],

I'm organizing [meeting purpose] and would like to find a time that works for everyone.

Please click the link below to share your availability:
[Event Link]

Meeting Details:
• Purpose: [Brief description]
• Duration: [X hours/minutes]
• Deadline to respond: [Date]

If you have any questions, feel free to reach out.

Best regards,
[Your name]

Managing Responses

Encouraging Participation

  • Set clear deadlines for responses
  • Explain the importance of the meeting
  • Follow up with non-responders
  • Make it easy with clear instructions

Tracking Responses

  • Monitor who has responded
  • Check optimal time suggestions
  • Send reminders as deadline approaches
  • Communicate final meeting time

Common Issues & Solutions

Low Response Rate

Solution: Send personalized follow-ups and explain the meeting's importance.

Confusing Instructions

Solution: Include step-by-step instructions and offer to help participants who struggle.

No Common Time Found

Solution: Expand availability options or consider splitting into smaller groups.

Previous: Setting Up Availability

Learn to configure your availability effectively

Next: Understanding the Interface

Master all features of the AcaMeet interface

Practice Sharing

Create a practice event to test different sharing methods with your team.

Create Practice Event