I. Intro
You can use Lark Calendar to create events and invite related guests. You can also send an invitation to the event guests and remind them to join the session as scheduled.
II. Steps
- 1.Create events
Method 1: Create an event on Lark Calendar.
Open Lark Calendar and click Create in the upper-right corner. Click a date to create an event for this day.
Method 2: Create an event in a chat.
You can create an event in a private chat with another member or in a group chat. To learn more, see Calendar | Check availability and share meeting invitations in chats.
- 2.Edit event information
On the event editing page, enter event information such as topic, time and location. You can also set a recurring rule for the event by selecting a recurring cycle.
- 3.Add event guests
On the event editing page, search for the email addresses of contact persons, groups or members that you want to invite, and select them to add.
Note: In addition to internal team members, you can also invite external members and add them to the event by searching for their names, email addresses, or groups. Then, the event will become an external event and an External label will be displayed for it.
After adding guests, you can see their activity statuses on the right and find common time slots available for them.
Note: If the activity status is not displayed on the right, click the Eye icon to view it.
You can also set event permissions for guests. If you do not want event guests to invite others, you can uncheck Invite others. You can also allow guests to Modify event or See guest list. In addition, if a member can participate in an event on a voluntary basis, you can mark them as optional.
- 4.Add video meetings
If you wish to use the video meeting function (for example, online meeting or video live streaming) while creating an event, click Add video meeting.
The system will add Lark video meeting by default. If you wish to use other video functions, select Other video meetings in the drop-down menu, and then enter the URL for the video meeting. For example, if you need to use Lark Webinars in your event, you may Create webinar, then copy and paste the webinar URL into the box.
- 5.Add meeting rooms or event attachments
If you want to book an offline meeting room for this event, you can click Add rooms. If you want to share a document related to the meeting with everyone, you can click Add attachment to upload the required document.
- 6.Send an event invitation
After editing event details, click Save. A pop-up window will ask if you want to send invitations to guests.
- •If you select Send, the guests will receive an event invitation reminder from the Calendar Assistant.
- •If you select Don't send, the guests will only be able to find the event invitation in the calendar view.
- 7.Check whether participants have accepted the invitation
After you've sent the event invitation, go back to Calendar and click the event you just created. In Calendar Details, you can check whether participants have accepted or declined your invitation.
If you want to get notified when someone declines your invitation, go to profile photo - Settings - Calendar, and check the Notify me when someone declines my invitation option. This way, you will receive a notification from the Calendar Assistant.
III. FAQs
How many guests can attend an event?
A maximum of 5,000 people can currently attend an event.