Meeting Link Representatives

Meeting Link Representatives are Users who are assigned to accept meetings scheduled using your Meeting Link. Their calendar availability and work hours are taken into consideration when generating a Meeting Link's availability.

Representatives are not required to have any special Roles assigned to them. However, they must have the proper Calendar and Conference Room Account that matches the Calendar Provider and Conference Room Provider settings of your Meeting Link. Additionally, only Users from the Global department or the Meeting Link's department may be added as representatives. If these conditions change after adding them as representatives, they will be ignored.

Updates to Representatives take immediate effect and do not follow the rules of Meeting Link Publishing & Versioning.

Adding Representatives

Meeting Link Add Representatives Modal

You must have permission to update Meeting Links to perform the steps below.

1. On the Meeting Link's Page, click the "Representatives" tab.

2. Once you are on the Meeting Link Representatives Page, click "Add Representative" in the upper-right corner.

3. On the modal, you can search and select the Users you would like to add as representatives.

If you are not from the Global department, only Users from your department are visible here. Additionally, you can select and add a maximum of 10 Users at a time.

1. Click "Add".

These Representatives will now be able to accept meetings through this Meeting Link. They are also automatically given direct permission to view the specific Meeting Link. You can refer to Departments for more information.

Updating Representative Priority

You can prioritize Representatives to determine the order in which they are assigned upcoming meetings. Representatives with higher priority (lower number) will be selected first when assigning a meeting. This allows you to manage availability and load balancing across your team more effectively.

By default, newly added Representatives are given a priority of 0 .

You must have permission to update Meeting Links to perform the steps below.

1. On the Meeting Link's Page, click the "Representatives" tab.

2. Find the Representative you would like to update.

3. Change the value of the priority field in the row of your chosen Representative.

Representative Priority Field

1. Once you hit the "Enter" key or click somewhere else on the page with your mouse, a confirmation dialog will pop up. Confirm the action on the dialog popup.

Removing Representatives

You must have permission to update Meeting Links to perform the steps below.

1. On the Meeting Link's Page, click the "Representatives" tab.

2. Find the Representative you would like to remove.

3. Click the "Remove Representative" icon in the row of your chosen Representative.

Remove Representative Icon

1. Confirm the action on the dialog popup.

If the representative has upcoming events with this Meeting Link, the dialog popup will show a warning. We recommend that you reassign these events first before removing the representative.

The User will stop being assigned meetings from this Meeting Link. Their direct permission to read this Meeting Link will also be revoked. You can refer to Access Control for more information.