Introduction
Meetings change, and boardcycle helps you keep everyone's calendars up to date. Once you have sent invitations, you can send updated invitations when the meeting changes, and cancel invitations you no longer need. You can also work with one attendee on their own: resend what they were last sent, or cancel their invitations, without touching anyone else's.
Sending an updated invitation
When something about the meeting changes after you have sent invitations, boardcycle shows a prompt at the top of the Attendance tab telling you how many people still need to be invited or updated.
To send the update:
on the Attendance tab, click Send invitations
in the Send meeting invitations window, check the To be sent column to see what each person will receive. Anything that has changed shows the new detail with the old detail struck through
use the Invite? checkboxes to choose who to update
click Confirm and send
Resending one person's invitation
If someone has lost their invitation or needs a reminder, you can send them again exactly what they were last sent, without touching anyone else's invitations.
open the meeting and go to the Attendance tab
in the Invitations column, click the wording in that person's row to open their invitation panel
click Resend
confirm when boardcycle asks you to
boardcycle sends the same invitations again. Each one is recorded in the History at the bottom of the panel, and the version number stays the same, because nothing about the invitation itself has changed.
Worth knowing: resending is not the same as updating
Resending sends exactly what was last sent. If the meeting has changed since, send an update instead, so the attendee's calendar picks up the change.
Cancelling one person's invitation
You can cancel a single attendee's invitations without cancelling anyone else's.
open the meeting and go to the Attendance tab
in the Invitations column, click the wording in that person's row to open their invitation panel
click Cancel
confirm when boardcycle asks you to
The event is removed from that person's calendar and their status in the Invitations column becomes Invitation withdrawn. In the panel, Last sent invitations changes to "Nothing to show" and the cancellation is recorded in the History.
Worth knowing: cancelling an invitation does not change attendance
The person stays listed as attending the meeting, so boardcycle will offer to invite them again the next time you send invitations. To take them out of the meeting itself, change their attendance instead. See Managing meeting attendance.
Cancelling all invitations for a meeting
You can cancel every invitation you have sent for a meeting. To do this:
at the bottom of the Attendance tab, click Cancel invitations (this appears while the meeting has invitations you have not cancelled)
on the Cancel meeting invitations screen, check who will be sent a cancellation
click Send cancellations
Each attendee's event is removed from their calendar and every invitation moves to the Invitation withdrawn status.
Important: some changes cancel invitations automatically
boardcycle automatically cancels the relevant invitations when you delete a meeting, remove someone as a member of a forum, revoke someone's access to boardcycle, or archive a person. Deleting a meeting cancels all of its invitations; removing a member, revoking access or archiving a person cancels their invitations for future meetings (archiving a person revokes their access, so it has the same effect).
See also Sending meeting invitations and Monitoring invitation responses.