Meetings and invites

Firm owners, managers, and staff can use Meetings to organize client consultations, internal reviews, and recurring check-ins. You can invite team members and client contacts, send email invitations, record staff time, and set up repeating meeting schedules.

Access meetings

You can access meetings from three locations in Assisterp:

• Meetings in the left sidebar: the list of meetings across your firm, with Meeting and Recurring Meeting tabs.
• Calendar view: Open Calendar > Meetings to view scheduled meetings across your firm, filter by team member or client, and manage recurring meetings.
• Client profile: Open Clients, select a client, and open the Meeting tab to view or schedule meetings specific to that client. The tab has Meeting and Recurring Meeting sub-tabs.

Schedule a meeting

Create a one-off meeting when you need to meet with a client or team member for a single session.

1. Open Meetings in the left sidebar or the Meeting tab inside a client profile, and select New Meeting > New Meeting. From Calendar > Meetings, select Add (the plus icon) instead.
2. The Add Meeting window opens.
3. Enter a meeting title in Title and choose a Status (it starts as Scheduled).
4. Choose a Mode of meeting:
   • Video Conferencing: Enter the meeting link in Link (e.g. www.example.com).
   • On Call: Enter the phone dial-in details or conference link in Link (e.g. www.example.com).
   • In Person: Select a firm address or type the meeting location in Address.
5. Select an Interaction Type (such as Consult or Review) to categorize the meeting.
6. Set the Start Date, Start Time, End Date, and End Time. New meetings default to a 30-minute duration.
7. In the Attendees panel, add the people who will attend (see the next section).
8. Choose the options you need: Send Invitation, Create a Task for this Meeting, and the time-entry options described below.
9. Add a Note if helpful.
10. Select Add Meeting.

Add attendees and send invitations

The Attendees panel of the meeting form holds everyone invited to the meeting. A meeting can include several clients.

1. Under Employees, pick the staff members attending. At least one employee is required. Assisterp adds you automatically when you create a meeting, and the Select All checkbox adds every employee in the list.
2. Under Organizer, select which of those employees hosts the meeting.
3. Under Clients, search for and add each client the meeting is for. Every client you add appears under Selected Clients with a count of how many of its contacts are selected. Select the × on a client to remove it, or Clear All to remove them all.
4. Select a client in Selected Clients, then tick the contacts you want from the list under Manage Contacts. You can also search for a contact in Search and add contacts…. A contact who does not belong to any selected client is grouped under Other CRM Contacts.
5. To invite someone who is not a contact yet, open the contact search and select Add New CRM Contact. Enter the First Name, Middle Name, Last Name, and Email (last name and email are required), then select Add Contact. The new contact is added to the meeting.
6. Keep Send Invitation turned on to email the meeting details to all selected attendees when you save.

On a new meeting, Clear All at the top of the Attendees panel removes every employee, client, and contact at once. Opening the form from a client’s profile starts with that client already selected.

A meeting cannot be created for a client whose status is Inactive or Dissolved. Recurring meetings are paused for any client who is not Active. See Clients for the client’s status.

Log staff time and attach reminders

To track the time your firm spends in client meetings or alert attendees before a meeting starts:

• Record staff time: Turn on Create matching time entry for this meeting. Create billing entry for this meeting then appears and is on by default; turn it off for non-billable time. When saved, Assisterp creates a corresponding time sheet entry for the meeting duration. These options appear only when you create a meeting.
• Attach reminders: Open Attach Reminder Templates, then tick the pre-configured reminder templates to send to attendees before the meeting starts.

Open a meeting

Select a meeting on the calendar or in a list to open its details. The window shows:

• The meeting number and title. For video conferencing and phone meetings with a link, Meeting Link and Copy appear, along with a Join button.
• Client Information, with every related client under Related Clients. Each client shows its email, phone number, and folder number, and expands to show its Primary Contact, Account Manager, and Assistant.
• Schedule, with the start, the end, and the duration.
• Additional Detail: Mode of meeting, Created At, Attached Job, and the Description.
• An Attendees tab, which lists the organizer and each attendee with their response (Pending, Accepted, or Declined), and a Comments tab.

If you have permission, the top of the window also has a status list, an activity log icon (Activity Logs), an edit icon (Update), and a delete icon (Delete).

Update a meeting

1. Open the meeting and select the edit icon (Update).
2. Change the details in the Update Meeting window. The window has the same main fields as Add Meeting. Note and the time-entry options appear only on a new meeting, and Create a Task for this Meeting cannot be turned off once the meeting’s task exists.
3. If this meeting belongs to a recurring series, an Apply changes to option appears: This meeting or This and following meetings. Choosing This and following meetings applies every change you make — title, time, mode of meeting, location or link, description, and attendees — to this meeting and every later meeting in the series. Each affected meeting keeps its own date, and only the meeting you opened keeps its edited status.
4. Select Update Meeting.
5. In Notify guests?, select Save & Notify to email the attendees about the change, or Save without Notifying.

At the bottom of the Update Meeting window, the Activity section has three tabs:

• Comments: Write a comment in Write a comment… and select Add Comment.
• Description: Edit the meeting description.
• Time Sheets: Review the time logged on the meeting, with each entry’s employee, date and time, spent time, billing time, and description. Select Add Spent Time to log time.

Schedule a recurring meeting

Set up a recurring meeting when you have regular client check-ins, monthly reviews, or weekly team catch-ups.

1. Open Calendar > Meetings and open the Recurring Meetings tab in the panel beside the calendar, open the Recurring Meeting tab on the Meetings list, or open the Recurring Meeting sub-tab on a client’s Meeting tab.
2. Select Add (the plus icon). The Add Recurring Meeting window opens.
3. Enter the meeting Title, Mode of meeting, link or address, Start Time, and End Time.
4. Add the Employees, Organizer, Clients, and contacts in the Attendees panel. At least one employee or contact is required. Keep Send Invitation Link turned on to email the invitation.
5. Under Set Recurrence, configure the repeating schedule:
   • Create First Recurring On: Pick the start date for the first meeting in the series.
   • Expiry Date: Optionally set a date when the recurring series should stop creating new meetings. No meeting is created after this date.
   • Repeat every: Enter the interval number (for example, 1 for every week or 2 for every two months).
   • Repeat Type: Choose how the meeting repeats:
     • Daily: Repeats every set number of days.
     • Weekly: Select the active days of the week (such as Monday or Wednesday) using the weekday options.
     • Monthly: Enter the specific Day of Month (1 through 31).
     • Yearly: Select the month and day of the month.
6. Set Status to Active.
7. Select Add Meeting.

Assisterp generates individual meeting instances on your calendar based on your recurrence pattern. A series whose status is Stopped or Completed creates no more meetings.

Open a recurring meeting

Select an entry in the Recurring Meetings tab to open Recurring Meeting Detail. The window shows:

• The series number and title, with Meeting Link, Copy, and Join for meetings that have a link.
• Client Information. When the series has several clients, the primary client is marked Primary Client.
• Schedule, with Meeting Start and Meeting End.
• Additional Detail, including Recurrence No, Meeting Code, Mode of meeting, Series Status (Waiting, Active, Stopped, or Completed), Online Meeting, Send Invitations, Create Task, and Task Billable.
• Recurrence Details: Repeat, Interval, Days of Week, Day of Month, Month of Year, Series Start, Series End, Start Time, End Time, Next Schedule Date, and Last Schedule Date.
• Generated Meetings, listing the Meeting Code, Meeting Start, and Meeting End of each meeting the series has created so far.
• An Attendees tab.

If you have permission, the top of the window has a status list for the series, an edit icon (Update), and a delete icon (Delete). Selecting Delete asks for confirmation and offers a checkbox, Delete all future meetings in this series?

Reschedule a meeting

When plans change, you can update a meeting directly from the calendar or meeting details:

• Calendar drag-and-drop: In Calendar > Meetings, drag the meeting card to a new date or time slot, or drag its edge to extend the duration. You need permission to edit meetings.
• Notify guests: Moving a meeting opens the Notify guests? prompt. Choose Save & Notify to email attendees the new date and time, or Save without Notifying to move it quietly.

Delete a meeting

A meeting that is part of a job cannot be deleted. Assisterp refuses the deletion and says the item is used in a workflow job. See Jobs and pipelines.

Deleting one occurrence of a recurring meeting asks for a reason and, if that meeting belongs to a series, an Apply to choice: This meeting or This and following meetings. This is separate from deleting an entire series from Recurring Meeting Detail (see above), which uses its own Delete all future meetings in this series? checkbox.