> ## Documentation Index
> Fetch the complete documentation index at: https://docs.umoh.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Request a meeting

> Send a meeting request from a participant's detail sheet: choose a date and time in event time, add a message, and see what happens after you send it.

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).

<Note>
  **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.
</Note>

<Steps>
  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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](/participant/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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## 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.

| Message | Meaning |
| - | - |
| **The host is arranging meetings** | Requests resume when the host finishes. |
| **Meeting requests unavailable** | Your participant type can't request meetings with theirs. |
| **A request is already in progress** | A request between you is still pending. Answer it or withdraw yours first. |
| **You've reached your meeting limit** | You've used all the meetings the host allows per participant. |
| A message naming the other participant | They've reached their meeting limit. |

## 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**](/participant/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**](/participant/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.

## Troubleshooting

<AccordionGroup>
  <Accordion title="That time was just booked">
    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.
  </Accordion>

  <Accordion title="No meeting locations are free">
    Every meeting location is taken then. **No meeting locations are free at
    that time. Propose another time.** asks for a different time.
  </Accordion>

  <Accordion title="Meeting requests have closed">
    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**.
  </Accordion>
</AccordionGroup>


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