Scheduling meetings with calendar invites

In this article:

1. What a meeting is
2. Scheduling a meeting
3. Choosing invitees
4. Sending a real calendar invite
5. How calendar sync works
6. Where meetings appear
7. Frequently asked questions

What a meeting is

A meeting is a scheduled event on a record: a coffee with a Loan Officer, a branch visit, a Zoom with a prospect. Every meeting has:

• A title and optional description.
• A date, with start and end times on a 15-minute grid.
• A timezone and an optional location.
• A state: scheduled, cancelled, or completed.

Like everything else on a record, meetings live on its shared activity timeline: scheduling, rescheduling, and cancelling all log system events, so the record's history shows the full story. See Notes, mentions, and the activity timeline.

Scheduling a meeting

Open the record and use the Set Meeting button in the meetings block at the top of the Activity tab. Fill in the details and save.

There's also a shortcut from calls: after a transcribed call, AI call analysis can suggest next steps, and a suggested meeting opens the schedule dialog pre-filled — including the time, when one was mentioned during the conversation.

Choosing invitees

A meeting can include three kinds of invitees:

• The record's contact. Their email is editable at schedule time, so you can send the invite to a personal address instead of a work one — often exactly what you want in a recruiting conversation.
• Teammates, chosen from a multi-select of members who have access to the record.
• External emails, typed in freely for anyone else who should be on the invite.

Sending a real calendar invite

The "Add to calendar" toggle in the schedule dialog turns the meeting into a real calendar invite, sent through your connected Google or Outlook account. Invitees receive a normal calendar invitation they can accept from their own calendar, like any other invite.

If you haven't connected a calendar yet, the dialog walks you through connecting one before the invite goes out. Once it's sent, you'll see the confirmation: "Meeting set — invite sent."

How calendar sync works

Meetings stay in sync in both directions:

• From Model Match to your calendar: scheduling with "Add to calendar" creates the event and sends invites.
• From your calendar to Model Match: changes made in Google or Outlook — reschedules, RSVPs, deletions — flow back into the CRM automatically. Updates appear when you view the record, or shortly after the change.

This means you can manage the meeting wherever you happen to be. Reschedule from your phone's calendar on the way to the office, and the record reflects it.

Where meetings appear

• Activity tab: the meetings block at the top shows upcoming meetings alongside the Set Meeting button, and every meeting event appears in the timeline itself.
• Overview tab: the Scheduled Meetings KPI counts what's on the books, next to Open Tasks and Last Activity.

Frequently asked questions

Do I need a connected calendar to schedule a meeting?
No. You can schedule meetings without one; they'll live on the record. Connecting Google or Outlook is only needed to send real calendar invites and enable sync.

Can I send the invite to a personal email address?
Yes. The contact's email is editable at schedule time, so you can direct the invite anywhere without changing the contact info stored on the record.

I rescheduled in Google Calendar. Will Model Match update?
Yes. Reschedules, RSVPs, and deletions made in your calendar flow back into the CRM — you'll see them reflected when you view the record, or shortly after.

Can I invite a teammate who can't see the record?
Not directly. The teammate picker is limited to people with access to the record. Share the record with them first, then add them to the meeting. See Who can see what: privacy and sharing.

Who sees a record's meetings?
Everyone with access to the record. Meetings are part of the shared timeline, like notes and tasks.

Up next

See where meetings live on the record in A tour of the record profile, or set up follow-ups with Tasks and the Tasks page.