What happens automatically once a time is confirmed
Confirming a time issues the meeting URL, writes the calendar entry, sends the confirmation and schedules the reminders, in that order.
- Help category
- Notifications
Confirming a time starts four steps, and they run in this order. The sequence is the same for the four methods you use with an account; only what arrives at the end of it differs from one method to the next.
Confirming starts four steps, in order
- The meeting URL is issued, for the methods that produce one through a meeting tool.
- The event is written to a calendar, when a calendar for new events has been chosen.
- The confirmation email goes out, one message per recipient.
- The reminders are scheduled, for 24 hours and 1 hour before the start.
All four are on from the start for newly created schedules. The automatic response reminder for people who have not answered is the exception: it runs on Poll only, and is off until you switch it on (Sending a response reminder to people who have not answered). If a webhook is connected, the confirmed details go there as well.
| Step | Runs when | If the condition is not met | If the step fails |
|---|---|---|---|
| The automatic meeting URL | Switched on, with a meeting tool specified | Skipped, and the next step runs | All delivery after it stops |
| The calendar entry | Switched on, with a calendar for new events chosen | Nothing is written, and the next step runs | Delivery continues where a meeting URL exists; for face to face, hybrid and Google Meet it stops |
| The confirmation email | Switched on, with an address to send to | Not sent | Only that recipient misses it |
| The reminders before the start | Switched on, with at least one recipient | Not scheduled | Only that recipient misses it |
The confirmation email
The subject line reads "[Tokiawase] 確定: (event name)". Subject line and body are in Japanese whatever your display language is set to. The email goes to the host and to every participant with an email address on file, one message each, with no CC and no BCC; an address that appears more than once receives a single message.
The body carries the date and time, the host name, the meeting format, the location and the join URL, followed by a link that adds the event to Google Calendar. A file named tokiawase-YYYYMMDD-HHMM.ics is attached to it. There is no unsubscribe link anywhere in the message: the host is the only person who can stop these emails going out.
The reminders before the start
There are two of them. The subject line of the first reads "[Tokiawase] 24時間前リマインダ: (event name)", and the one an hour before takes the same form. Whichever of the two has already passed at the moment you confirm is not queued at all.
The date and time inside a reminder are not formatted for reading: the ISO 8601 string is printed as it stands. Nothing is sent once the event has been cancelled or deleted. "Set a reminder" and "Send confirmation notification" are separate settings, so reminders still arrive with the confirmation notification switched off.
The calendar entry
With "Add to calendar after confirmation" switched on and a "Calendar for new events" chosen, the confirmed event is created on the external calendar. With no calendar connected, the step is simply skipped and the notifications still arrive.
A connected calendar that refuses the entry is the case to watch. Delivery then continues only for schedules that already hold a meeting URL. Face to face, hybrid and Google Meet hold none, so for those three everything after the calendar entry stops. With Google Meet, the event created to obtain the Meet URL doubles as the calendar entry (Connecting your calendar and meeting tool).
Without a meeting URL, nothing is delivered
If "Automatically issue meeting URL" is switched on and the URL cannot be created, the run stops before it reaches the delivery step. Not one confirmation email, reminder or webhook call goes out.
The creation screen lists only the methods whose tool is already connected. Team availability is fixed to Zoom as its conference method, and its automatic issuing cannot be switched off, so confirming without Zoom connected means neither the confirmation email nor the reminders arrive. To work back from a symptom, see When a confirmation or reminder does not arrive.
When you do not want a meeting URL
There are seven conference methods: Zoom, Microsoft Teams, Google Meet, Webex, nCha, face to face and hybrid.
RSVP replies work on Poll only
A confirmation email sent to a participant carries one RSVP URL, and it belongs to that person alone. The copy the host receives carries none. The URL is built from the address of the public page, which is why only Poll has one.
| Scheduling method | Confirmation email | Reminders | .ics | RSVP URL |
|---|---|---|---|---|
| Poll | Sent | Sent | On the confirmation email | On the participant copies only |
| Booking link and Group booking link | Sent, and stopped if the meeting tool is not connected | Sent, on the same condition | On the confirmation email | None |
| Team availability | Sent, and stopped if Zoom is not connected | Sent, on the same condition | On the confirmation email | None |
| Quick schedule | Not sent | Not sent | None | None |
When the conference method is nCha
In place of the general confirmation email, each recipient is sent a message carrying the call URL that belongs to them. The subject line reads "[Tokiawase] 通話 URL: (event name)". No reminders before the start are sent for these events.
What can no longer be changed once a time is confirmed
"Automatic action after confirmation" sits on the event detail of a Poll and nowhere else, and the switches there only move while the time is still unconfirmed. Afterwards the screen says "Automatic actions cannot be changed after the event is confirmed." Booking links and Team availability carry no such card at all, so they run on the defaults.