Your calendar invite didn't create a visit

When you send a calendar invite with the Systam invite address on it, Systam Visit creates a visit from it and sends you a confirmation. If no confirmation arrived, the reason is usually one of the ones below.

First: did you get any message?

• You got an error message. No visit was created, but Systam Visit recognized your invite. See When you get an error message below.
• You got nothing. Either the invite never reached Systam Visit, or Systam Visit didn't recognize you. Carry on to When no message arrives.

The confirmation usually arrives right away. Systam Visit also checks for invites once an hour, so an invite that arrives late still gets processed. If you don't see a confirmation right away, give it an hour before you send the invite again. The same meeting never creates two visits, so sending it again is safe.

When no message arrives

1. The invite address is missing or misspelled. Open the meeting and check that the invite address is among the attendees. The general address is invite@systam.io. Your organization may also have its own invite address. If you're not sure which one to use, your admin knows. See Create a custom calendar invitation address.
2. You sent an email instead of a calendar invite. Systam Visit reads meeting invitations only. A regular email doesn't create a visit, even with the invite address among the recipients.
3. The invite address was the only attendee. Add your visitors to the meeting. Without visitors, no visit is created.
4. Systam Visit didn't recognize you. The meeting organizer is identified by email address, and it has to match your address in Systam Visit exactly. If you sent the invite from an alias, a shared calendar or a different email address, no visit is created. The same applies if you're not a Systam Visit user yet or have no primary workspace. Your admin can check these for you.
5. The invite couldn't leave your organization. The invite address is outside your organization. If sending meeting invitations to outside addresses is blocked, the invite never arrives. Your IT support can check this.

When you get an error message

• You're not a member of the invite address's workspace. A workspace specific invite address works only if you belong to that workspace. Use your own workspace's address or ask your admin to add you to the workspace.
• All attendees were excluded. By default, colleagues aren't added as visitors, and neither are addresses or domains your organization has excluded, such as meeting rooms. If the meeting had only colleagues on it, no visit is created. Your admin can change this, see Adding hosts as visitors in calendar invites.
• The meeting ends before it starts. Fix the meeting time and send an update.
• The workspace has no visit type that allows sign in. This is a setting your admin can fix in Systam Studio.

Using the Outlook add-in

• The add-in adds the invite address to the meeting when you pick a workspace and visit type. Check that the address shows among the attendees before you send.
• If you clear the selection, the add-in removes the invite address from the meeting, and no visit is created.
• The add-in only shows visit types that have their own invite address. If the visit type you need is missing from the list, ask your admin.

More: Inviting guests using the Invites by Systam Outlook add-in.

Good to know

• Changes and cancellations update the visit as long as the invite address is still on the meeting. If you move the meeting or add a visitor, the visit updates. If you cancel the meeting, the visit is cancelled.
• A recurring meeting creates one visit for the whole series.
• The visitor's name comes from the attendee's display name. If there's none, it's formed from the email address, and you're asked to complete the details.

If nothing helps

Write to us at support@systam.io. These details help us find your invite quickly:

• who sent the invite and from which email address
• when the invite was sent and when the meeting is
• the invite address you used
• whether you got an error message, and what it said

Once the invite address and your email address are in order, your next invite turns into a visit right away.