Manage meetings

All Meetings has two tabs. Upcoming lists meetings that have not started yet; the tab shows how many there are. History lists meetings that have started, newest first, with cancelled ones. You do not need to archive anything by hand. A meeting is marked Completed after its end time.

Each row shows the date and time in your account time zone, with the attendee's time beside it when their zone differs, the attendee's contact details, the status, the call link and your notes. Select the attendee's name to open the meeting.

Confirm a meeting

A meeting someone schedules is booked straight away and shows Needs confirmation until you confirm it. Confirming is optional; it sends the attendee a note. Use Confirm meeting in the email Magpie sends you when someone books, which works without signing in, or Confirm in the Upcoming list. Add an optional note to the attendee. When Zoom is connected and the meeting has no call yet, you can add a Zoom call at the same time. Magpie emails the attendee and you, and the meeting shows Confirmed.

Change the time or attendee

On the meeting's page, choose Change time or attendee to correct the attendee's name, email address or phone number, the date, the start and end time, or your private notes. Enter times in your account time zone. To shorten a meeting, for example from 60 to 30 minutes, change the end time. Magpie refuses a time that overlaps another meeting or a Calendar event; the new time does not have to be within your availability.

When the date or time changes, choose whether to email the attendee and add an optional note. The email contains an updated calendar file. The meeting's Google Calendar event, if it has one, moves too. An attendee email address is optional: a meeting without one can still be saved, changed and downloaded as a calendar file, but Magpie cannot email the attendee until an address is added.

Calls and calendar files

The meeting's Call row has Join call, and Host call for a Zoom meeting you host. When Zoom is connected and the meeting has no call, Add Zoom call creates one and emails the attendee the link; see Connect Zoom. Download .ics saves a calendar file for the meeting, and is also in the Upcoming list.

Cancel a meeting

To cancel an upcoming meeting, including a duplicate, choose Cancel meeting on its page or Cancel in the Upcoming list. Cancellation marks the meeting Cancelled, frees its time on your meeting page and emails the attendee when they have an email address. It also deletes the meeting's Google Calendar event and Zoom meeting when it has them.

In the mobile app

Meetings lists upcoming meetings, or all meetings. To schedule a meeting for someone, choose + and then Meetings: choose the Meeting Type, a date and one of your available times, enter the attendee's name and email address, and choose Request meeting. Magpie emails them a confirmation.

Open a meeting to confirm it with an optional note, add Zoom, open the host link, or edit the attendee's name, email address, phone number and private notes. Its menu has Reschedule, Download calendar file and Cancel meeting. Rescheduling lists your available times for the date you choose, and asks whether to email the attendee, with an optional note. The meeting's Google Calendar event and its Zoom meeting move to the new time too.

A meeting that has ended or was cancelled can be archived from its menu, which hides it from the default list. An archived meeting can be deleted after a confirmation; deleting cannot be undone.

While you edit attendee details, the app keeps a copy of your changes on the device and restores it when you open the meeting again, for example after the app closed. The copy is not restored if the meeting changed elsewhere, and saving, cancelling the edit or deleting the meeting removes it.

If an attendee did not receive a message, check their email address and the meeting's status before repeating the action. For a meeting whose state differs between Magpie and a connected service, Contact support.