Create a custom calendar invitation address

You can create visits automatically from calendar invitations. In this case, the general address invite@systam.io is added to the calendar invitation, which allows visits to be created in your Systam Visit service. If needed, you can also create a custom email address for invitations within your organization. This allows you to use separate invitation addresses for different workspaces or visit types.

How the custom address works

A custom address works through automatic email forwarding.

1. The organization creates its own email address, for example, custom-invite@company.com.
2. All messages sent to this address are automatically forwarded to invite@systam.io.
3. The same custom address is added to Systam Studio and linked to the desired workspace and visit type.

When a calendar invitation is sent to this address, Systam Visit processes it and creates a visit in the selected workspace and visit type. 

Adding a custom address in Systam Studio

1. Log in to Systam Studio at app.systam.io
2. Open Settings.
3. Select Calendar invitations.
4. Go to Calendar invitation email addresses.
5. Enter the new email address in the Invitation addresses field.
6. Select the correct Workspace and Visit type for the address.

The added address will then appear in the list and is ready to use.

Sending a calendar invitation

Once the address has been configured, add it as a recipient to the calendar invitation.

Example: custom-invite@company.com

When the invitation is sent:

1. The email arrives at the organization’s address.
2. The message is forwarded  invite@systam.io
3. Systam Visit creates the visit in the system based on the invitation and the workspace and visit type configured for that address. 

Example use cases

An organization can use different addresses for different purposes.

This allows visits to be automatically assigned to the correct workspace and visit type.

Configuring email forwarding

Using a custom address requires the organization’s email system to forward all messages to invite@systam.io. The forwarding is configured in the organization’s email service.

Microsoft 365

In a Microsoft 365 environment, forwarding can be configured using mailbox forwarding settings, a mail flow rule, or a shared mailbox with automatic forwarding.

One common approach is:

1. Create a new mailbox or shared mailbox, for example custom-invite@company.com.
2. Open the mailbox settings in the Microsoft 365 Admin Center.
3. Enable Email forwarding.
4. Add invite@systam.io as the forwarding recipient.

Google Workspace

In Google Workspace, forwarding can be configured using an alias address, a group address, or Gmail forwarding settings.

One possible approach is:

1. Create a new user or group address, for example custom-invite@company.com.
2. Open the Gmail settings for that address.
3. Go to Forwarding and POP/IMAP.
4. Add invite@systam.io as the forwarding address.
5. Enable forwarding for all incoming messages.

Notes

• Adding the address in Systam Studio alone is not sufficient.
• Email forwarding to invite@systam.io is required.
• You can use multiple invitation addresses for different workspaces or visit types.