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You request a meeting from a participant’s detail sheet in Participants. The other participant accepts, declines, or proposes another time. Meeting requests are part of events with meetings (Meet & AI).
Request meeting appears for approved participants while the event accepts meeting requests. Times follow the event’s time zone, shown as a GMT offset under the participant’s name.
1

Open the request panel

Select a participant in Participants, then Request meeting at the bottom. The heading changes to Request a meeting, with their name, the host’s meeting length, and the GMT offset underneath.
2

Choose a date

Dates with meeting hours, from today onward, appear as tabs. If the host set no meeting hours, a calendar over the event dates appears instead.
3

Pick a time

Times are grouped into Morning and Afternoon. A time appears only when it:
  • falls inside the host’s meeting hours, or anywhere in the event period if there are none
  • is open in both your availability and theirs (see Availability)
  • is far enough ahead to meet the host’s minimum notice
  • doesn’t overlap a confirmed meeting of either of you
  • has a free meeting location, in events with meeting locations
If No available times appears, try another date.
4

Add a message and send

Message (optional) takes up to 500 characters. The button reads Send request until you choose a time, then names that time. Request sent confirms and the sheet closes.

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When a message replaces the times

If the request can’t go ahead, a message replaces the time grid. When several apply, the first one in this table is shown.

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What happens next

  • The other participant gets an email, if the Meetings switch in their Email notifications is on, and finds the request under Needs reply in Meetings. They select Accept or Decline, or Reschedule to propose another time.
  • Until then, your request shows Awaiting reply, and only one request can be pending between you.
  • Once accepted, the meeting is Confirmed and appears in My schedule. If they propose another time, your request shows New time proposed and you select Accept, Reschedule, or Withdraw.
  • An unanswered request expires after the period the host set, or at the requested time if sooner. The recipient sees a countdown, then Expiring soon in the last hour. Past requests show Expired or Declined.
  • To withdraw a request, open it in Meetings, select Withdraw, and confirm Withdraw this request? After Request withdrawn appears, you can send a new request.

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Troubleshooting

Someone booked that time while you were choosing. That time was just booked. Pick another time. appears, the selection clears, and the times reload. That time is no longer available. Pick another time. means the time has passed or is no longer offered.
Every meeting location is taken then. No meeting locations are free at that time. Propose another time. asks for a different time.
The event’s request period ended while the panel was open. Meeting requests have closed. appears and nothing is sent. Confirmed meetings remain under Meetings and My schedule.