Schedule a Meeting

Start a meeting from the project, client or conversation it's about. ClientCove fills in the title, the guests, an agenda and a link back to the portal, then opens it in Google Calendar or Outlook for you to send.

Overview

Schedule meeting saves retyping: the portal already knows who the client's contacts are and what the meeting is about.

The meeting opens in your own calendar: Google Calendar, Outlook for work or school, or Outlook.com. You can also download an .ics file for Apple Calendar or desktop Outlook.
ClientCove does not create, send or track the meeting. Nothing reaches your client until you press Send in your calendar.
Add a Google Meet or Microsoft Teams link in your calendar, the same way you normally would.
There is nothing to set up or connect.

Where to Start a Meeting

Where	How
A project	Click the calendar icon in the project header, next to the pin
A client	Open Actions and choose Schedule meeting
A message thread	Click the calendar icon at the top of the conversation, or Schedule meeting when the thread is open in the side panel
The Calendar	Click a day, then Meeting in the box that opens
The assistant	Ask for it, for example "set up a kickoff with Acme next Tuesday at 2". See Asking the Assistant

Each one opens the Schedule meeting window.

What Gets Filled In

Started from	Title	Guests	Notes
A project	Client name — project name	The client's portal users	The project's name and status
A client	Client name check-in	The client's portal users	Empty
A message thread	The thread's subject	Everyone in the thread	The latest message, shortened
The Calendar	Empty	None	Empty

You are never added as a guest. You're the organizer in your own calendar.
Team members aren't added when you start from a project or client. Only the client's own portal users are. From a message thread, everyone in the conversation is added.
A link back to the portal is added as the last line of the invite, under your site's name, for example "Acme Agency: https://portal.example.com/project/website/". Meetings started from the Calendar have nothing to link to, so they don't get one.
The start time is the next half hour from now. From the Calendar, a day other than today starts at 10:00, and today starts at the next half hour. Late at night, when the next half hour would fall tomorrow, it uses 10:00 tomorrow. Meetings last 30 minutes unless you change it.

Editing Before You Open It

Everything in the window can be changed:

Title, Date and Start. The start time is in your own time zone, which is shown next to it.
Length: 30 minutes, 45 minutes, 1 hour, or Custom… for any whole number of minutes from 5 to 1,440 (24 hours).
Attendees: remove anyone with the × on their name, or type an email and press Enter to add someone.
Notes: the agenda. It becomes the event's description.

The calendar buttons update as you type. They're unavailable for a moment while they catch up, and stay unavailable while something needs fixing, such as an empty title. The message under the fields says what to fix.

Choosing a Calendar

The big button opens the calendar you used last. The others are under Other calendars ▾:

Open in Google Calendar
Open in Outlook (work or school) for Microsoft 365 accounts
Open in Outlook.com (personal) for personal Microsoft accounts
Download .ics for Apple Calendar, desktop Outlook or anything else

The first time, the big button is Google Calendar, or Outlook if you've connected an Outlook calendar. After that it's whichever you used last.

The window stays open after you click, so you can open the same meeting in a second calendar.

Asking the Assistant

Ask the assistant in your own words, for example "set up a kickoff call with Acme next Tuesday at 2pm" or "set up a call about this thread".

The assistant fills in the same details, using your portal's time zone for the time you asked for.
Its reply includes a Review and open in your calendar button that opens the Schedule meeting window with everything filled in, so you can check it before opening your calendar.
The assistant never says a meeting is booked, because it isn't until you send it.

Who Can Schedule Meetings

Your team can schedule meetings about the projects, clients and conversations they can open, both with the button and by asking the assistant.
Client meetings follow client assignments. Team members who see every client can start a meeting for any client. Anyone assigned to specific clients can only start meetings for, and see the contacts of, those clients.
Contractors can schedule meetings for the projects they're assigned to and the conversations they're part of, with the button or the assistant.
Clients never see Schedule meeting anywhere.

Notes & Gotchas

Contacts without an email can't be invited. The window tells you how many were left off.
Up to 20 guests are included. If a client has more portal users than that, the window says only the first 20 were added.
Long notes are shortened in the Google and Outlook links, because those links have a length limit. The .ics download always has the full notes, and the link back to the portal is never cut.
Clock changes: if you pick a time that doesn't exist because the clocks go forward that night, the window asks you to pick another time.
Nothing is saved in ClientCove. If you close your calendar without sending, there's no meeting anywhere. To see meetings you've sent alongside your work, connect your calendar to the Calendar page.
Seeing it on the Calendar. If you've connected your calendar, coming back to the Calendar page after you save the meeting re-reads your calendar on its own, so you don't need to click Refresh. Click the meeting there to see its guests, their replies and its Join button. Google can still take a while to publish a new meeting.
Downloading the same .ics twice and importing both copies adds the meeting to your calendar twice.

Google & Outlook Meetings on the Calendar — seeing your meetings next to your work
The Calendar
Secure Messaging