How to schedule a meeting with someone who isn't a contact yet
Step by step to add the contact (name, email, WhatsApp, phone and organization) and book the meeting in the XBASE Calendar without leaving the screen.
Updated on
When the meeting is with someone who isn't in Contacts yet, you don't need to leave the Calendar: add the person right there, link them to their company and go straight to picking a time. The contact is saved in your base, with the meeting in their history.
What you need
- Access to the workspace Calendar.
- The person's name. Email, WhatsApp, phone and organization are optional, but the meeting invite goes to their email.
- A WhatsApp number that isn't on another company contact: each WhatsApp number belongs to only one contact.
Step by step
Start scheduling
In the menu, open Calendar and click Schedule meeting. Or click the day and time directly on the calendar: the time you picked is already selected at the end. The Who is the meeting with? window opens.
Search before adding
Type the person's name, email or phone. If they show up in the list, click them and skip to step 5. If not, click New contact below the list. Whatever you typed in the search goes into Name (or into Email, if it's an email address).
Fill in the contact's details
Check the Name (required) and fill in what you have: Email, WhatsApp and Phone, the one for calls, such as the company landline. Both numbers include the area code.
Link the organization
Under Organization, click Add organization and type the company name. If it already exists, click it. If not, click Create organization with the name you typed. Then click Add and schedule.
Pick the day and time
In the Schedule meeting window, check the Meeting subject, pick the Day and type the Time, down to the minute (like 09:30), or click one of the Open times on the calendar; then, if you like, write the agenda in Agenda & notes. Leave Create Google Meet link checked so the meeting gets a video room.
Confirm
Click Confirm and schedule meeting. The meeting appears on the Calendar.
What to expect
The contact is saved in Contacts, linked to the chosen organization, and the meeting appears in the Calendar.
- Invite by email. If you entered the email, the person is added as a participant and gets the invite when the calendar is connected to Google Calendar.
- WhatsApp and phone stay separate. WhatsApp is the number for conversations; the phone appears on the contact as Phone, for calls only.
- Added the contact from the Contacts screen? At the end of New contact, the success message has a Schedule meeting button that opens the same time window with the contact you just created.
Common problems
Next steps
Still have questions?
Talk to the XBASE team on WhatsApp. We help you set it up. Email: contato@xbase.app.