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 two locations in Assisterp:

• Calendar view: Open Calendar > Meetings to view scheduled meetings across your firm, filter by team member or client, and manage recurring meeting templates.
• Client profile: Open Clients, select a client, and go to the Meetings tab to view or schedule meetings specific to that client.

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 Calendar > Meetings or open the Meetings tab inside a client profile.
2. Select Add (the plus icon).
3. Enter a meeting title in Title and choose a Status (such 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. Select Save.

Add attendees and send invitations

You can invite both internal staff members and external client contacts to a meeting.

1. In the meeting form, open Clients and select the client associated with the meeting.
2. Under Add Contacts, select the specific client contact persons who should attend.
3. Under Add Employees, pick the staff members attending the meeting. Assisterp automatically adds you as an attendee when you create the meeting.
4. Under Choose Organizer, select which employee is designated as the meeting host.
5. Keep Send Invitation turned on to send an email invitation with the meeting details to all selected attendees upon saving.
6. Select Save.

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. When saved, Assisterp creates a corresponding time sheet entry for the meeting duration.
• Attach reminders: Select pre-configured reminder templates under Reminders to automatically dispatch email notifications to attendees prior to the scheduled start 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 expand the Schedule Recurring panel, or open the Meetings tab on a client profile.
2. Select Add (the plus icon) inside the recurring meetings section.
3. Enter the meeting Title, Mode of meeting, link or address, and attendee details.
4. 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.
   • 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.
5. Set Status to Active.
6. Select Save.

Assisterp generates individual meeting instances on your calendar based on your recurrence pattern.

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.
• Resend invitations: Moving or updating a meeting opens a confirmation prompt. Confirm whether to resend updated invitation emails to attendees with the new date and time.