Kite Meetings — Book 1:1 & group meetings
Book meeting slots with other participants directly from a calendar, in a meeting room or virtually.
Go to My Events → Select an event → Meetings
Overview
The Meetings module lets you reserve a time slot to meet other participants of the event. Instead of a free-text request, you pick a real slot on a calendar: the tool shows everyone's availability, suggests a free room, and creates the booking.
It has two tabs:
| Tab | What it's for |
|---|---|
| Schedule | Create a new meeting — pick a slot and book it |
| All Meetings | See every meeting you're part of (calendar by room + list) |
A meeting always has a host (you, when you create it), zero or more guests, a time slot, a room (or the virtual / no-room option), and an optional title, description and files.
A meeting is its slot. Deleting a meeting cancels it and frees the room.
Booking a meeting (Schedule tab)
1. Open the filters panel
On the Schedule tab, click the ☰ button (top-left of the calendar) to open the Filters panel. Your name appears next to Host.
2. Set when and how long
| Field | What it does |
|---|---|
| Date | The day of the meeting |
| Duration | Length in minutes (e.g. 30) |
| Starts at | (Optional) a preferred start time. Leave empty to let Kite propose the earliest free slot |
As soon as Date and Duration are filled, Kite shows a room suggestion under "Please select your preferred slot", e.g. Room: Meeting Room 1 (Capacity: 8 Pax) — Available from 16 June at 14:00 to 14:30.
3. (Optional) Add guests
In Guests, pick participants from the list (searchable, multi-select). Selecting a guest overlays their busy slots on the calendar so you can find a common free time. Two checkboxes refine the result:
- Suggest available slots to all guests — only propose times free for everyone selected.
- Don't need a meeting room? — book a virtual / no-room meeting (skips the room check).
Rooms too small for the group, or already booked at that time, are automatically excluded from the suggestions.
4. Confirm in the "Meeting Details" dialog
Click a suggested slot (or click directly on the calendar grid). The dialog opens pre-filled with the host, guests, schedule and room. Complete:
| Field | Required | Notes |
|---|---|---|
| Meeting Title | Yes | |
| Meeting Description | Yes | |
| Choose files | No | Up to 5 files, 10 MB each — pdf, doc(x), xls(x), ppt(x), jpg, png, gif |
| Your guest is not registered to the event? | No | Invite someone by email even if not registered; they can view/accept/decline on Kite |
| Send an invitation to everyone? | No | Send invitations immediately. If unchecked, the meeting is saved without notifying — invite guests later |
Click Save Meeting. You'll see "Meeting created successfully!".
Inviting people who aren't registered
Tick "Your guest is not registered to the event?" and enter their email(s). You can also bulk-add addresses up front with Import Emails in the Filters panel (comma/space/newline separated).
Booking hours
Meetings can only be booked within the booking hours the organizer sets (default 08:00–18:00), and within the event period.
- The slot suggestions only propose times inside the window.
- Saving a meeting outside it is rejected with a clear message, e.g. "The selected start time must be within the booking hours (10:00 - 15:00)."
Organizers set these hours in Settings → Meetings (see Event Settings → Meeting Booking Hours).
Timezone
A timezone toggle above the calendar switches displayed times between the event's timezone and your own timezone (taken from your profile settings — e.g. Europe/Amsterdam ↔ Europe/London). It only appears when the two differ. Displayed times adjust automatically for daylight saving. The booking is always stored in the event timezone — the toggle only changes what you see.
Managing your meetings (All Meetings tab)
Two stats are shown at the top — Total and Today — plus a Create Meeting button and two views:
Calendar (by room)
A day calendar with one column per meeting room (plus a Virtual / No room column). Your meetings appear in mauve, agenda sessions in blue. Controls: date navigation, timezone toggle, zoom in/out. Read-only.
My Meetings (list)
A searchable, sortable table of every meeting you host or are invited to. Quick filters All / Today / Upcoming, per-column filters, global search, page size, sorting on Room and Date.
| Column | Content |
|---|---|
| Title | Title + description, with a HOST badge if you created it |
| Host / Participants | Organizer and guests |
| Room | Meeting room, or Virtual / No room |
| Max Capacity | Current guests / room capacity (e.g. 1 / 8) |
| Date / Time | Slot day and time range |
| Actions | ✏️ Edit · 🗑️ Delete |
Editing a meeting
From My Meetings, click ✏️. The edit page has three panels:
- Edit Meeting — Title, Description, attached files.
- Edit Schedule Slot — Start / End, Room, and options Virtual or outdoor slot (no room needed) and Notify subscribers (email attendees who added this slot to their agenda).
- Add Participant — add a guest (Choose someone → Add), Invite All, or Import list. The table shows each participant's Status and Response.
Deleting a meeting
From My Meetings, click 🗑️ and confirm. The meeting is removed, the slot is freed, and the room becomes available again.
Responding to an invitation
When someone invites you, you receive an in-app and (if enabled) email notification with Accept / Reject links. Accepting adds you to the meeting slot and, if calendars are connected, to the host's calendar event. Each invitation is pending → accepted / rejected.
Opening a meeting from the calendar
Clicking a meeting on the calendar opens a side panel whose content depends on your role:
- Host or organizer → panel titled "Edit Slot": you can change the title, time, room, participants, files, etc.
- Anyone else → panel titled "Meeting details" (read-only): host, time, room, description and participants. A note reminds you that only the host or an organizer can edit.
- Invited but not yet accepted → a "You've been invited to this meeting" banner with Accept / Decline. The Google Meet link and attached files appear only after you accept — accept first to get access. Once accepted, you can still Decline later (and vice-versa).
- Not invited → read-only details only; the meeting link and files stay private to its participants.
Calendar sync
If you've connected Google Calendar or Outlook, created meetings sync automatically (a Google Meet link is added when available). Accepting an invitation adds you to the host's event; deleting the meeting removes the calendar event.
Notifications
You're notified (in-app + email) when someone invites you to a meeting, or a meeting you're in is cancelled. Invitations are only emailed when the host ticks "Send an invitation to everyone?" (or uses Invite All on the edit page) — saving a meeting alone does not email anyone.
For Organizers
- Booking hours: set the window attendees can book within, in Settings → Meetings (Opens at / Closes at, event timezone). See Event Settings → Meeting Booking Hours.
- Rooms: meeting rooms (and their capacity) come from the Rooms page; mark a room as a meeting room to make it bookable.
Creating a meeting as an organizer
From the dashboard, open Meetings (organizer) and click Create Meeting. A panel slides in from the right and walks you through:
- Meeting — Title (required), Description, optional files.
- Host — the participant who hosts the meeting (organizer-only field).
- Schedule Slot — pick a duration (30 min by default; also 15 min, 1 h, 1 h 30, 2 h). The Date defaults to the first day of the event, and its free start times load automatically. The start-time list only shows free slots within the booking hours.
- Guests — once the time is set, the guest list loads with each person's availability for that slot. Someone presenting a session at that time shows as (Not available: role) and cannot be added. Other busy people (already in a meeting, or hosting one) show a (Not available, …) note but can still be invited (they respond to the invitation). Use Your guest is not registered to the event? to invite people by email.
- Room — choose a meeting room (already-booked rooms show (booked) and are disabled), or tick Don't need a meeting room? for a virtual meeting.
- Click Create Meeting, or Create Meeting & invite to notify the guests immediately.
If a mandatory session already occupies the slot, booking is blocked for that time.
Booking outside the attendee hours
As an organizer you can book in the hours that are closed to attendees. In the Create Meeting panel, tick "Book outside the booking hours (organizer)" (it shows the attendee window, e.g. 10:00–15:00). The start-time list then includes the closed hours so you can pick one. Left unticked, you book within the same window as attendees.
Working directly on the calendar
The organizer calendar (by room) is interactive:
- Click an empty cell to open the Create panel prefilled with that date, time and room — just fill in the rest and confirm.
-
Drag a meeting to a new time or room to reschedule it. On drop:
- Room already booked — if another meeting or session already uses that room at the new time, the move is blocked: a message names the conflicting booking, and the meeting snaps back. A room can only hold one meeting at a time, so pick another room or time.
- A guest or host is busy (but the room is free) — you get a warning listing who is unavailable and why. You can Move anyway (they are notified and can respond) or Cancel.
- No conflict — the meeting is moved and saved, with a confirmation toast. Click the slot to reopen its details.
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