Send a meeting invitation email

Overview#

Create a meeting invitation for the customer from the activity with one click. The date, duration, meeting link (or place) and agenda are filled in, along with a notice that the meeting may be recorded and minuted with AI. It is sent from your own Gmail (sales email), and you can edit it freely before sending.

What it does and does not do#

• It does: open the compose window with the recipient, subject and body filled in; include the recording notice; add the greeting from the customer's company and name.
• It does not: send anything automatically. The wording is fixed, so add your own phrasing before sending.

Steps#

1. Click Create invitation email at the top right of the activity (shown when it has a date and time).
2. The compose window opens. The recipient is the activity contact's email (empty if there is none, so type it in) and the subject looks like 【ご案内】10/8(水) 14:00 + subject.
3. Check the body and edit it as needed.
4. Click Send.

On the screen#

The body is built in this order. It is always in Japanese, whatever your screen language, because it goes to a Japanese business partner.

• The opening greeting and a line introducing the meeting
• ■ 日時 (date and time; with the end time when a duration is set)
• ■ 所要時間 (duration; only when set)
• ■ 会議リンク (meeting link; ■ 場所 with the place if there is no link)
• ■ 議題 (agenda: the activity subject)
• A recording notice saying the meeting may be recorded and minuted with AI, and asking the customer to say in advance if that is a problem
• A closing line

FAQ#

• Does this count as consent to record? It is advance notice. In Japan it is good manners to announce recording beforehand. Zoom shows everyone when recording starts, but on Google Meet and Teams this notice is what tells them. Customers who object usually reply before the meeting.
• I will not record, so I do not need the notice: delete it before sending. It is included even if you do not use the AI note-taker.
• Do I still need this after issuing a Google Meet link? Yes. Google does not send an invitation to the customer.
• The button is missing: the activity has no date and time yet. Add one with Edit.
• It will not send: connect your own Gmail under Settings → Email ("Connect Gmail and set up sender addresses").