Users can create and schedule meetings with other users on Riipen as part of a conversation. Meetings help teams connect regularly with employers throughout a project and allow educators and employers to connect before matching their experiences and projects. You can create a meeting by entering a date and time manually, or book from shared availability to find a time that works for participants.
General
Booking availability
You can set your own availability so people in your conversations can find a time to meet with you. Choose your weekly hours, the meeting lengths you offer, and how much notice you need before a meeting.
When booking from availability, Riipen shows dates and times that fit the selected participants’ availability and your own hours. Only meeting lengths offered by everyone selected are listed.
Selecting someone for an availability check does not change who receives an invitation. Participants whose availability is not checked remain invited, but you may need to confirm a suitable time with them directly.
Time zones
Your availability uses the time zone in your account settings. People booking with you see available times in their own time zone. Check your account time zone before setting up your availability. You can access it through "Change in account settings" on the availability settings page.
External calendar integration
If you use an external calendar tool such as Google Calendar or Outlook Calendar, you can accept or decline meeting invitations from your email inbox as you would any other invitation. Responses and supported meeting changes made through your calendar app are synchronized back to Riipen.
You can also connect Google Calendar to check for scheduling conflicts when people book from your availability. Busy times on your Google Calendar are excluded from bookable times. Only busy blocks are read, never event details.
Riipen calendar
Meetings created on Riipen are automatically added to your Riipen calendar. If you have synchronized your Riipen calendar with an external calendar, you can also see meeting details there.
Participant tracking
After creating a meeting, you can track attendees’ responses and see whether they have accepted or declined the invitation.
Booking from someone’s availability does not automatically accept the invitation on their behalf.
Video conferencing
You can use a connected Zoom or Google Meet account to automatically add a video conferencing link to a meeting.
You can select a connected account in your availability settings or choose a video conferencing option when creating a meeting.
Recurrence
When creating a meeting manually, you can set it to repeat at regular intervals. Meetings can repeat every specified number of days, weeks, months, or years, and end after a number of occurrences or on a specific date.
Privacy
Booking and managing meetings through Riipen keeps your email address private. Meeting attendees will not be shown your email address.
If you connect Google Calendar for conflict checking, your calendar event details are not shared with people booking with you.
How to
Set up your availability
Click your profile icon in the top navigation bar.
Select "Settings".
Select "Availability" under "General".
Turn on "Show my availability for booking".
Under "When can people book with you?", select the days you are available and enter your "From" and "To" times.
Click "Add hours" to create additional availability windows if needed.
Select the "Meeting lengths" you want to offer.
Choose your video conferencing and Google Calendar conflict settings, if applicable.
Set your "Minimum notice", "Booking window", and "Buffer between meetings".
Review the "Your week" preview and your account time zone, then click "Save".
Availability options
Option | What it controls |
"Show my availability for booking" | Whether people in your conversations can see your availability for booking. |
"Days" | The days of the week covered by an availability window. Select individual days or use "Select weekdays". |
"From" / "To" | The start and end of your bookable hours for the selected days. |
"Add hours" | Adds another availability window, allowing different hours on different days or multiple time blocks on the same day. |
"Meeting lengths" | The durations people can choose when booking with you: 15, 30, 45, 60, or 90 minutes. You can offer multiple lengths. |
"Video Conferencing" | A connected account used to automatically add video links to booked meetings. You can also choose "No video link". |
"Google Calendar conflicts" | Connects Google Calendar so busy times are excluded from your bookable availability. |
"Minimum notice" | How far in advance someone must book. For example, 24 hours of notice prevents bookings that start sooner than 24 hours from now. |
"Booking window" | How far into the future someone can book. For example, a 14-day window lets people book within the next 14 days. |
"Buffer between meetings" | The gap reserved between meetings. |
Set different hours for different days
Use separate availability windows when your schedule varies throughout the week. For example, to offer meetings Monday through Thursday from 9:00 a.m. to 5:00 p.m., and Friday from 9:00 a.m. to 11:00 a.m.:
In the first window, select Monday through Thursday and enter 09:00–17:00.
Click "Add hours".
In the second window, select Friday and enter 09:00–11:00.
Review "Your week", then click "Save".
Each window adds bookable hours; it does not replace hours from another window. To shorten your Friday hours, remove Friday from any window that still offers a longer day.
You can also create separate morning and afternoon windows to leave a break in the middle of the day. Days with no availability windows appear as unavailable. Use the trash icon to remove a window you no longer need.
Update or stop showing your availability
Open "Settings", then select "Availability".
Adjust your hours or booking preferences. To stop showing your availability, turn off "Show my availability for booking".
Click "Save".
Share your availability in a conversation
After setting up your availability:
Click the messages icon in the navigation bar.
Open the conversation where you want to share your availability.
Click the three-dot menu at the top of the conversation.
Select "Share my availability".
A message appears in the conversation inviting others to pick a time. They can click "Book a time" to open the booking page.
Book a meeting from availability
Open the conversation.
Click the calendar icon at the top of the chat.
Click "Book from availability". Alternatively, click "Book a time" on a shared availability message.
Under "Check availability for", review whose availability is included.
Choose a "Meeting length".
Select an available date, then choose a time.
Enter a meeting name, select a video conferencing option if needed, and add a description.
Review the date, time, time zone, and duration under "Your meeting".
Click "Book meeting".
The dates and times shown fit everyone selected for availability checks and your own hours. Changing the selected participants or meeting length may change the available times.
Everyone in the conversation receives a meeting notification and can accept or decline attendance.
Find a time when availability is limited
If you cannot find a suitable time:
Try another date.
Choose a different meeting length.
Review whose availability you are checking.
Ask participants to review their availability settings, including their hours, minimum notice, and booking window.
If you exclude someone from availability checks, confirm the proposed time with them directly. Participants who have not shared availability will still receive a meeting invitation.
Create a meeting manually
Click the messages icon in the navigation bar.
Select the conversation you want to create a meeting for.
Click the calendar icon at the top of the chat.
Complete the meeting form, including the name, date, time, and duration.
Add video conferencing, a description, or recurrence details as needed.
Click "Submit".
View a meeting
From your calendar:
Click the calendar icon in the top navigation bar.
Click the meeting.
From a conversation:
Open the conversation containing the meeting.
Click "View" or "View meeting".
Accept or decline a meeting
Open the meeting through your email notification, in-app notification, calendar, or conversation.
Click "Accept" or "Decline".
Update a meeting
To update a meeting you own:
Navigate to the meeting.
Click "Edit".
Update the meeting details and click "Submit".
Changing the date or time sends attendees a new notification asking them to accept or decline attendance.
Cancel a meeting
Navigate to the meeting.
Click "Cancel".
Meeting attendees will be notified of the cancellation.