Groupthink
How it worksAgentsFeaturesReleasesPricingDownloadDocsSign inGet Groupthink

After Someone Books

A booking through one of your availability links creates a real meeting on your real calendar, and everything downstream of a meeting follows from there. This page covers your side of that. For what the person booking sees, see Your booking page.

What Lands on Your Calendar

The meeting is created on the calendar the link names under Book onto, or on your first connected calendar if that one is no longer connected.

Part of the invite What it says
Title The link's name and the person's name: 30-minute intro — Dana Reyes
Attendees You and the person who booked
Description A line naming who booked and their email, then their note, then the link's description if it has one
Meeting link A Google Meet link when Attach a meeting link is on and the booking landed on a Google calendar

Both of you get the invite from the calendar provider. Groupthink sends nothing on top of it, so that invite is the only thing the person who booked receives.

Their answer to What's this about? is in the invite description. It is the one piece of context they had a chance to give you, so it is worth reading before the call rather than after.

Does the Notetaker Join?

A booked meeting is an ordinary meeting on your calendar, so it follows the same rule as everything else: your attendance setting decides. Set that under User Settings > Calendar, in How should Groupthink attend your meetings?. If it is set to join meetings you host, the notetaker joins your bookings, because a booking makes you the host.

Two cases where nothing joins, for the same reason nothing could:

  • There is no video call. A link with a Location set is an in-person meeting. There is nothing to dial into.
  • The booking landed on an Outlook calendar. Attach a meeting link creates a Google Meet link and does nothing on Outlook, so the invite goes out with no video link even though it was turned on. Point the link at a Google calendar under Book onto, or set a Location and treat it as in-person.

Once the notetaker is in, the meeting behaves like any other: notes, transcript, and a recap.

How It Shows Up in Your Relationships

The person who booked becomes a relationship in Groupthink as soon as the meeting is created, and the meeting sits on their record like any other. You do not have to add them.

Two things to expect:

  • The record starts empty. Groupthink does not invent anything about someone from a booking form. You have their name, their email, and their note. Everything else fills in when you actually meet, from the meeting itself and from anything you log about them afterward.
  • The clock does not start yet. A booking is not an interaction. The date of your last interaction with them only moves once the meeting has happened.

If you want context before the call, meeting prep works on a booked meeting the same way it works on one you scheduled yourself.

Seeing Who Has Booked

Each link's row in User Settings > Availability shows a running count at the end of its summary line: 30 min · 4 hr notice · 14 days out · 3 bookings. The count is confirmed bookings taken through that link, for as long as the link exists.

There is no list of bookings in settings yet. Your calendar is the list, and the invite title tells you which link each one came through.

Changing or Cancelling a Booked Meeting

The booking page does not offer cancelling or rescheduling, so both happen the ordinary way.

On your side. Move it, cancel it, or send a note on the calendar invite like any other meeting. They are an attendee, so they are notified by your calendar provider.

On their side. The confirmation page tells them to reply to the calendar invite, which reaches you directly. That is deliberate: an emailed reply reaches a person, and a self-serve cancel button reaches nobody.

One thing to know: moving or cancelling a booked meeting does not put that time back on offer. Groupthink keeps holding the original start time against your booking links so the same slot cannot be taken twice, and that hold stays until the time passes. If you cleared your Tuesday 2pm and want somebody to be able to book Tuesday 2pm, they cannot until Tuesday 2pm has gone by.

Neither one touches a meeting that is already booked.

  • Pause stops the link working for anyone who opens it from now on. Bookings already taken through it stay on your calendar, and the count on the row stays where it was.
  • Delete does the same and removes the link from your list. Groupthink says so before it does it. The meetings survive; only the ability to book new ones goes away.

Frequently Asked Questions

Someone booked and never showed up. What happens?

Nothing automatic. Cancel or delete the meeting on your calendar if you want it gone. The slot stays held until the time passes, as above.

Can I stop one person booking again?

There is no way to block an address. Pause the link if you want a break from all of it, or delete the link and create a new one. The new link gets a new web address, so the copy that person is holding stops working.

Does a booked meeting count toward my plan?

It is an ordinary meeting, so the same rules apply. Having the notetaker join any meeting needs an active trial or paid plan. See Manage billing.

Why did the meeting land on the wrong calendar?

Either the link was left on First available calendar, or the calendar it named was disconnected and Groupthink fell back. Open the link under User Settings > Availability, click Edit, and set Book onto explicitly.

Getting Help

Questions about a booking? Email support@groupthink.com.