Your Whenn invitation: a step-by-step guide
If someone has sent you a Whenn meeting invitation and you're not sure what to do, this guide walks through every step — from the email you received to the calendar invite you'll get when the meeting is confirmed.
Step 1: Open the invitation email
You've received an email from Whenn on behalf of whoever is organising the meeting. It will include the meeting title, who organised it, and a button or link to your personal join page. That link is unique to you — it's not a shared link that other participants can access.
Step 2: Review your join page
Your join page shows the key details: meeting title, organiser name, duration, and the date range the meeting is being scheduled within. You don't need to create an account, download anything, or set up a profile.
Step 3: Share your availability
You have two options.
Connect your calendar. Click to connect your Google or Microsoft calendar. You'll be taken to your calendar provider's sign-in page — Google or Microsoft's own — where you authorise the connection. Whenn reads your free/busy data only: whether time slots are occupied or free. It doesn't see event titles, attendees, or any meeting content. This takes under a minute, and your availability stays current automatically.
Pick times manually. If you'd prefer not to connect your calendar, or if your organisation's IT settings require approval first, select the manual option. A simple grid shows the available date range. You tap or click the slots when you're free and submit. This takes a few minutes and works without any calendar connection.
Either option completes your part of the process.
Step 4: Wait for the confirmation
Once everyone has responded, Whenn finds the best overlapping slot automatically and confirms the meeting. You don't need to check back or take any further action.
Step 5: Receive your calendar invite
A calendar invite will arrive in your inbox and land in your calendar — in the format your calendar uses. It includes the confirmed time, the meeting details, and a video conferencing link if one was set up. The meeting is in your calendar without any further steps from you.
What if you need to change your availability?
If your schedule changes after you've submitted — either connected your calendar or filled in the manual grid — your join link is still active. You can return to it and update your availability at any time before the meeting is confirmed. If your calendar is connected, your availability updates automatically.
What if you have questions?
The organiser is the right person to contact for anything about the meeting itself. For questions about Whenn specifically, the support page at meetwhenn.com/support covers the most common ones.
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