Set up meetings right from the Team page or Team Chat. Pick the time yourself, or run a meeting poll where everyone marks the half hours they're free and you pick the time that works. Invite teammates and people outside your team, and add your Zoom, Google Meet or Microsoft Teams link. It's on the Pro and Scale plans, and anyone on the team can set one up.
Save your video links (once)
Go to Settings → Profile → Meeting links, paste your Zoom, Google Meet or Microsoft Teams link, pick your Default, and click Save links. Meetings you set up start with your default link, and you can paste a different one for any meeting. Each teammate saves their own.
Meeting has a passcode? Paste the whole invite link. In Zoom, click Copy Invite Link — the link it copies ends in ?pwd=… and carries the passcode, so people join with one click and never type it. Microsoft Teams join links carry it too (the newer ones end in ?p=…), and Google Meet doesn't use a passcode. Under a saved Zoom or Teams link, Direct REI tells you whether the passcode is in it. If your passcode can't go in the link, type it in the meeting's Note — the note goes into the invite email and the calendar entry.
Set a meeting time
- Go to Team → Meetings and click 🗓️ Schedule a meeting.
- Give it a Meeting name and, if you like, a Note.
- Pick the Date, the Start time and the Length.
- Under Teammates, pick Everyone on the team or Choose people.
- Add any Outside guests (below) and check the Video link.
- Click Set up meeting. Teammates get a notification with the time and a reminder 15 minutes before.
Or find a time everyone's free
- Click 📅 Find a time (or switch to Find a time at the top of the window).
- Pick the Days (up to 14 — Next 5 weekdays fills in the coming week), the hours each day (From and To) and the Meeting length.
- Pick who's invited and click Create poll. Everyone invited gets a notification asking them to mark when they're free.
Just want to meet right now? In Team Chat, click the + beside the message box and choose Start a video call — your default link is posted in the conversation with a Join the call button, no title or time needed.
In Team Chat, click the + beside the message box and choose Schedule a meeting or Find a time everyone is free. It's for the people in that conversation unless you choose people, and a card is posted there that opens it.
Invite people outside your team
Under Outside guests, type a contact's name and pick them, or type any email address and click Add. They get an email invite from your team's connected email (Settings → Email) with the time, the video link and add-to-calendar links — and an update or a cancellation if the meeting changes. For a poll, they're emailed once a time is picked. Up to 20 outside guests per meeting.
- Contacts who opted out of your emails, or whose email bounced, can't be invited.
- Adding outside guests takes a login that can edit (not view-only).
- The meeting shows how each guest's email went — Invite sent, Email going out…, or why it didn't go (for example, no email account connected). Fix the reason and click Retry.
Mark when you're free
Open a poll from Team → Meetings (it's under Waiting for your answer), from the card in Team Chat, or from the notification. Under Your availability, click or drag across the times you're free — on a phone, tap each half hour, and use My times and Everyone at the top to switch between your grid and everyone's. Click a day or time label to mark a whole column or row. Your answers save as you go. If nothing works, click None of these work for me.
Times show in your own time zone (see below).
Times in your own time zone
Meeting times show in your own time zone — on the Team page, in your notifications and emails, and when you ask Oliver. Emails also give the time in the zone the meeting was set in.
- It follows the time zone your device is set to. To choose one yourself, go to Settings → Profile → Your time zone. Automatic goes back to following your device.
- Each teammate has their own, so a teammate in another time zone sees the same meeting at their own time.
- When a meeting or poll was set up in a different time zone, switch between the two at the top of it.
- Outside guests' email invites give the time in the zone the meeting was set in.
See the overlap and pick the time
- Everyone shades each half hour by how many people are free — darker means more. Point at (or tap) a time to see who.
- Best times lists the times the most people can make for the whole meeting, and who can't.
- The person who started the poll — or the account owner — clicks Pick this time, or chooses any other time under Pick a different time.
When the time is set, everyone on the poll is told (outside guests get their email invite) and it shows ✅ Meeting set with 📅 Add to calendar ▾ — Google Calendar, Outlook.com, or a calendar file for Apple Calendar and Outlook desktop. Everyone gets a reminder 15 minutes before it starts. Picking another time later moves the meeting and tells everyone again.
Join, change or cancel
- 🎥 Join on the meeting opens the video call. On the day, your Home page shows the meeting with a Join button, and the calendar entry carries the link too.
- ✎ Edit changes the time, name, note, who's on it, outside guests or the video link — everyone on it is told what changed.
- The ⋯ menu cancels a meeting (everyone, guests included, is told) or deletes it. An upcoming meeting has to be canceled before it can be deleted; one that already happened can be deleted right away.
- For a poll, 🔔 Nudge reminds the people who haven't answered (once an hour), and the ⋯ menu reopens it (clearing the time), cancels it or deletes it.
Who sees a meeting
Everyone invited sees the meeting (and, for a poll, who's free when). A meeting for chosen people is also visible to the account owner. One set up in a direct message is seen only by the people in that message — not even the account owner sees it.
Notifications
Choose them in Settings → Notifications → Meetings & polls: a teammate setting up a meeting with you or asking when you're free, a meeting being moved, changed or canceled, the 15-minute reminder, and — for whoever started a poll — everyone having answered. An email for these is off until you turn it on.
Ask Oliver
Try "set up a meeting with Jordan tomorrow at 2 on Zoom", "invite pat@example.com to it", "save my Zoom link", "find a time for a team meeting next week", "I'm free Tuesday 9 to 11", "who hasn't answered the pipeline meeting poll" or "move it to Thursday at 2". Oliver always shows you a card before it emails anyone outside your team. In a Team Chat conversation, type @Oliver to set one up for the people there.
What's next
Build the work schedule with Scheduling: build the week, open shifts & cover swaps, and talk it over in Team Chat: message your teammates inside DirectREI.