Create Meetings in Fluid from your Outlook Calendar

Meetings can be created from your Outlook calendar by simply inviting Fluid to the meeting!

In this article, we will cover the steps and important considerations for creating new meetings in Fluid straight from your Outlook calendar! 

Step 1. Copy unique Fluid meeting link

• Start off by navigating to the Fluid homepage and clicking on the @ icon on the 'Upcoming Meetings' section to locate the meeting link/email address.

• A dialogue will open with a meeting link. Click on the Copy Link button and Close. 

Step 2. Create meeting invite in Outlook

• In Outlook, click New Event to create your new meeting invite and enter the name of your meeting. Here, you are now able to paste the Fluid meeting link as a recipient/attendee to the meeting. Add any other recipients and click Send.

Meetings that have been created from a calendar invite are easily identified in Fluid - they will have the following banner on the Meetings Dashboard page. 

Any updates made to the original calendar invite in Outlook, will update the meeting in Fluid.

Important to note on the behaviour: The meeting in Fluid will only be created if the email address of the person sending the meeting invite matches an email address of a Fluid account. Inviting Fluid to a calendar series, will create all the recurring sessions on the meeting in Fluid. The person who created the calendar invite will be added as the meeting owner. All attendees will be added as meeting members to the meeting in Fluid. If Fluid cannot match an attendee's email address to an active account in Fluid, that attendee will not be added to the meeting.  Attendees must accept/decline on the calendar invite. This will set their attendance status on the sessions in Fluid - i.e., Accept: "Attending" or Decline: "Apologies". New sessions can be created in Fluid using your calendar, only for meetings that are created from your calendar. Cancelling the calendar invite and sending out the cancellation, will set the meeting in Fluid to 'inactive'.

IMPORTANT: 

- Always select 'Send to All' when you save changes to the calendar invite, so that Fluid receives all of the meeting information. If you only send updates to the edited attendees, then Fluid will not receive the amended invite.

- Do not remove the Fluid address from the meeting at any stage - removing the Fluid address will cause the link between the Outlook calendar invite and the Fluid meeting to be lost.

Other steps

• To remove the link from the calendar invite so that you can update attendees and session details in Fluid, click Unlink from the dialogue. 

Once the meeting has been unlinked, the meeting and all of its details will be managed in Fluid.

IMPORTANT: 

- Unlinked meetings cannot be relinked.