Meetings & calendar invites

Meetings are the atom of Knowhere: everything else (schedules, Briefs, coverage, ROI) is built from them. This page covers the full meeting lifecycle and how Knowhere keeps everyone’s calendars in sync.

Who it’s for: everyone. Managers create and edit meetings anywhere. Team members manage their own schedule. Your customers receive the invites without needing an account.

Creating a meeting

Add a meeting from anywhere: the schedule, a meeting list, a dashboard, or by asking the Know It All to stage one for you. A meeting has:

• Basics: title, meeting type (including Demo for station sessions), date, start time, and duration. Picking a type prefills your company’s default duration for that type (set in Settings → Company → Event Defaults). You can always adjust it per meeting.
• A Space: physical or virtual.
• Your team: internal attendees, picked from the event roster.
• The customer side: pick the organization, then the contacts attending. Guests who aren’t in your directory yet can be added with name, title, and email, and they join your directory automatically.
• Notes: context for everyone walking in.

The form checks availability live as you build it and flags conflicts before you save (see Conflict detection).

Repeat across event days

For the same standing meeting every day of the show, toggle Repeat across event days, pick the days, and Knowhere creates an identical meeting on each one. Each day’s meeting is then managed individually. Editing or deleting one doesn’t touch the others.

Duplicate

Any meeting can be duplicated from its action bar. The copy carries over the title, customer and contacts, team attendees, Space, type, duration, and notes. You just pick the new date and time.

Meeting statuses

• Confirmed: the default. It’s happening.
• Tentative: not locked in yet. Set it yourself, or Knowhere sets it automatically when you schedule through a known conflict, so unresolved collisions stay visible.
• Cancelled: the meeting is off but stays on the record. Cancelled meetings drop off the timeline and stop counting against anyone’s availability.

Cancelling vs. deleting: cancel when the meeting was real but isn’t happening. History is preserved. Delete removes it entirely. Either way, if calendar invites already went out, Knowhere asks whether to notify attendees and sends proper cancellations to pull the event off their calendars.

Personal Time

Travel, lunch, breaks, or anything else that isn’t a customer meeting goes on the schedule as Personal Time. Pick a category (Travel, Lunch, Break, or Other with a custom label) and a duration. Team members block their own time. Managers can also block time for others. Personal Time protects the slot, scheduling treats the person as busy.

Calendar invites

With calendar sync enabled (Team plan and up, and switchable per event), Knowhere sends real calendar invites by email, compatible with Google Calendar, Outlook, and Apple Calendar:

• On creation: every attendee with an email address gets the invite: your team and the customer side. The organizer gets a copy too.
• On changes: if the time, place, or details change, attendees get an updated invite with a summary of what changed, and their calendars update in place. If a Space’s location is corrected, invites for its upcoming meetings are refreshed automatically.
• On cancellation: attendees get a cancellation that removes the event from their calendars.

The email includes the date and time (in the event’s timezone), location, Space, notes, attendee list, and the meeting’s check-in code for the on-site kiosk, with your company’s branding.

RSVP

Every invite carries one-click Accept / Maybe / Decline buttons. Recipients land on a confirmation page showing the meeting details and can change their response any time, no account needed. Responses are recorded against the meeting. Ask the Know It All (“who’s confirmed for the 2pm with Acme?”) to check where the guest list stands.