Invite people and choose who sees a meeting

A new meeting is private: only you and the people you invite can see it. Invite the colleagues who need to be there, or make it visible to everyone for a team event, without inviting each person.

Who can do this

The meeting’s organiser with Create/edit own meetings, Owners, and Staff whose Team has Edit others’ meetings. Anyone in your organisation can be invited.

1. Open the People tab — In the new or edit meeting dialog, choose the People tab.
2. Choose who can see it — Leave Visible to everyone in the org off to keep it private: “Only you and invited attendees can see this meeting.” Turn it on to show it to everyone: “Every org member can see this meeting.”
3. Invite people — Under Invite people, choose someone in Select people to invite… and press Add. They’re listed below with a remove button. Repeat for each person.
4. Save — Press Create event (or Save changes for an existing meeting).

Each person you add gets an email, “You’ve been invited: …”, and a notification in Spine. People you remove, and everyone invited to a meeting you delete, are told it’s been removed or cancelled.

Change attendees later

In the sidebar’s Upcoming list, press the attendees button beside a meeting to open Manage attendees. You see everyone invited and their response. As the organiser, you can change the visibility and invite list here too, then press Save.

For a recurring meeting, visibility and invitees apply to the whole series. To change them, edit the series rather than one occurrence.

Who sees what

• Owners see every meeting, private or not.
• Staff and Field crew see meetings visible to everyone, and private meetings they organise or are invited to. A private meeting they’re not on doesn’t show on their calendar at all.
• Seeing a meeting doesn’t mean you can change it. Without edit rights, the quick view shows View only.

Edit rights don't reveal private meetings

Giving a Team Edit others’ meetings lets its members change meetings they can already see. It never shows them private meetings they’re not invited to.

To let a Team manage only its own meetings, or everyone’s, an Owner sets Create/edit own meetings, Edit others’ meetings, Delete own meetings and Delete others’ meetings in the Team’s Manage Meetings permissions. See Team and permissions.