Google has recently updated its default calendar settings to tackle unsolicited meeting invitations to personal emails in an effort to combat spam. This update aims to prevent spam invites from unnecessarily blocking Gmail users' calendars and being inundated with spam requests.
This setting is only a default when the prospect’s contact email is a personal email address. Sending calendar invitations to business emails should not be affected by this default setting.
If a calendar invitation is sent to a personal email, and you have not interacted with them via email, they will need to confirm their booking by clicking on a confirmation link within their email inbox.
As an example:
- Contact uses a business email: email@example.com wants to buy from firstname.lastname@example.org. Joe wants to book a meeting with them but they have never interacted before. Joe books a meeting with Mary from her scheduling link. The meeting invite appears in Joe’s calendar as normal.
- Contact uses a personal email: email@example.com wants to buy from firstname.lastname@example.org. Bob wants to book a meeting with them but they have never interacted before. Bob books a meeting with Mary from her scheduling link. The meeting invite shows in Bob’s calendar only after Bob approves this invite in his email.
How is this related to Chili Piper?
If the sender is not a known source within your Gmail instance and matches the criteria described above, prospects using personal emails may not find the meeting invites unless they mark Chili Piper as a known sender. If they don't, they might miss the invites on their respective calendars and, consequently, miss meetings.
Chili Piper is analyzing and working on some options to mitigate this in the future, but we do have some best practices to share and help on this scenario.
How to Avoid This Scenario?
We recommend adjusting the reminders that you have set up in your meeting types to include language reminding your prospects using personal emails that they have to accept the meeting invitation if they haven’t already. Here's an example of a mail reminder that can be sent to your prospects:
Subject: “Our meeting tomorrow - please make sure the invite shows up in your calendar
Body: Hi [Name],
We’re all set for our meeting tomorrow, if you don’t have the calendar invite on your calendar yet, please make sure to check your inbox for a message from Google that allows you to approve the invitation.
- Click on the "I know the sender" button when presented which will add that email address to your Google Calendar safe senders list for future events to be added automatically.
- Click Yes on the event invitation to ensure it is added to your Google Calendar.
Looking forward to connecting”
If one of the Chili Piper's invites is flagged as an unknown sender, you or prospects using personal e-mails should see something like this in the invite:
And, within the invite email:
Clicking the "I know the sender" button should automatically include the Chili Piper's recipient in your or the prospect's known sender's list.
If this option is unavailable for you or your prospects, we still have more options to cover and avoid this scenario below.
1 - Open Google Calendar
2 - In the top-right, click the "Settings" icon
3 - Click "Settings"
4 - On the left-side menu, under “General,” click Event settings:
5 - Find the "Add invitations to my calendar" setting. You can use command + F (Mac) or Control + F (Windows) in your web browser to quickly find it
6 - Select the "From everyone" option. This way, all invitations should be automatically added to your calendar
If you're unwilling to use the setting above, we can make Chili Piper's mail and domain a known sender within your Gmail instance.
1 - Open your Gmail inbox
2 - Click the hub in the top-right
3 - Select the "Contacts" option
4 - Select "Create Contact" and then "Create a single contact"
5 - Chili Piper's emails and new events notifications come from email@example.com, so this email will be used in the contact information screen that just opened.
6 - Once done, hit "Save"