Auto-Invite Participants Feature

Functional Summary

When Auto-Invite is enabled:

• Invitations are sent automatically without manual action

• Updates are sent whenever confirmed visit details change

• Invitation behavior is controlled by role and site configuration

• Duplicate invitations are prevented

• Standard meeting email templates are reused for consistency

Key Capabilities

• Role-based automation – invite only selected participant roles

• Trigger-based sending – confirmation, updates, and participant additions

• Centralized configuration – single Auto Invite section in Site Settings

• Consistent invitation status – no manual follow-up required

• Backward compatibility – existing site configurations are preserved

Auto-Invite Participants – Overview

Auto-Invite Participants ensures that participants never miss meeting communications.

When enabled for a role:

• Invitations are sent automatically when a visit is confirmed

• Update invitations are sent whenever confirmed visit details change

• Newly added participants receive invites immediately

This applies only to roles where Auto Invite = ON.

How Auto-Invite Participants Works

Auto-Invite operates based on three conditions:

1. Site-level Auto Invite is enabled

2. Role-level Auto Invite toggle is ON

3. The visit is in a Confirmed state

When these conditions are met, the system automatically sends invitations or updates without user intervention.

Configuration & Administration

Where to Configure

Settings → Site Settings → Edit Site → Email / Invitations → Auto Invite

Screenshot: Auto-Invite Configuration Settings

Who Can Configure

• Administrators

• Briefing Managers

Available Role Toggles

By default, Auto-Invite is ON for:

• Meeting Owner

• Coordinator

• Facilitator

• Room

Admins may turn any role ON or OFF and save changes at any time.

User Flow – Step-by-Step

Step 1: Configure Auto Invite (Admin / Briefing Manager)

1. Navigate to Edit Site Settings

2. Open the Auto Invite section

1. Enable or disable role toggles as needed

2. Click Save

Step 2: Confirm the Visit

1. Create and review the visit

2. Change visit status to Confirmed

Result:

• Invitations are automatically sent to all roles with Auto Invite = ON

Step 3: Update a Confirmed Visit (Optional)

If a confirmed visit is updated:

• Date

• Time

• Location

• Agenda

• Participants

Result:

• Update invitations are sent automatically

• Invitation status updates to Awaiting Response

Notification & Invitation Behavior

Automatic Triggers

Invitation Status Behavior

• Participants never appear as Not Sent

• Participants never show Update Required

• Status transitions automatically to Awaiting Response

• Temporary Sending status may appear during dispatch

Important Considerations & Limitations

• Auto-Invite applies only to confirmed visits

• Roles with Auto Invite = OFF require manual sending

• Uses existing standard meeting email templates

• Invitation sending is automatic regardless of user role

• Duplicate invitations are prevented automatically

• If all Auto Invite toggles are disabled, no automatic invitations are sent

FAQs

Who receives automatic invitations?
Only participant roles with Auto Invite = ON in Site Settings.

Can Auto-Invite be changed after a visit is created?
Yes. Changes apply immediately and affect future confirmations and updates.

What happens if a visit is updated multiple times?
The system batches updates and prevents duplicate invitations.

Are manual invites still available?
Yes. Manual sending is still supported where required.