Invitee responses to repeat meeting invitation in Lotus Notes

Invitee responses to repeat meeting invitation in Lotus Notes

Document number: 16164

When an invitee receives an invitation for a repeat meeting, the response buttons are the same as those for a single instance meeting. Each response may or may not be sent with comments back to the meeting chair:

Accept: The invitee can attend the repeat meeting.
Decline: The invitee cannot attend the repeat meeting.
Delegate: The invitee may or may not be able to attend the repeat meeting, but has delegated the invitation to another person to attend in their place.
Tentatively Accept: The can attend the meeting at this point, but may not be able to attend in the future.

There are a couple of occasions when either accepting or declining the invitation does not apply:

Invitee can attend some, but not all of the repeat meetings.

Invitee would like to propose a new meeting time.

To accept some meeting dates and decline others for a repeat meeting, an invitee must first accept the meeting invitation. After the meeting appears on the invitee's calendar, they will need to decline each individual date they cannot attend the meeting.

To accept some and decline other dates for a repeat meeting:

Open the repeat meeting invitation.
Click the Respond or Respond with Comments button and select Accept from the drop down list. The repeat meeting will be added to the calendar.
Open a specific calendar entry for a date the meeting cannot be attended and click the Respond or Respond with Comments button.
Select Decline from the drop down list.
A pop up window will appear that says "You can continue receiving update notices from the owner if you wish. __Keep me informed of meeting updates."
- It is recommended that the user click in the box so an "x" appears so they can continue to receive updates even if they cannot attend. That way, they will not miss important information or will receive a notice if the meeting gets rescheduled.
- Click OK to close the window.
A second pop up window will appear that looks like:
Click the Just this instance radio button and click OK.

The decline notice for this specific date of the repeat meetings will be sent to the chairperson. The above process should be repeated for each date the invitee is unable to attend.

Click here to return to the beginning of this document.

If an invitee would like to propose a new meeting time for a repeat meeting, the invitation must first be accepted or tentatively accepted and then the new meeting time proposed.

To propose a new time for a repeat meeting:

Open the repeat meeting invitation.
Click the Respond or Respond with Comments button and select Accept or Tentatively Accept from the drop down list. The repeat meeting will be added to the calendar.
Open the first date of a repeat meeting to propose a new time for all instances of the meeting or open the meeting entry for a specific date to propose a new time for just that instance.
Select Propose new time from the drop down list.
Enter the proposed new begin and end time and click OK.
A pop up window will appear that looks like:
- Just this instance: Propose a new time for a specific date of the repeat meeting.
- All instances: Propose a new time for all instances of the repeat meeting.
- This instance and all previous instances: Proposes a new time for a specific date and all previous occurrences of a repeat meeting.
- This instance and all future instances: Proposes a new time for a specific date and all future occurrences of a repeat meeting.
Click OK.

The meeting chair will receive the proposal for the new meeting time and will either Accept or Decline the counter. If the proposal is accepted, a new meeting notice will be sent to all invitees.

Click here to return to the beginning of this document.