how do you add a sugar user to a meeting without sending it to a customer too?
Hi Paul Hanney,
The view/labels change slightly depending on whether you are using version 6 or 7 of Sugar. However the principal for both is the same. Please specify which edition and version of Sugar you are using so that I can tailor my response to your needs.
I have the same problem.
it is possible to add users on the ce edition?
Hi Marcio Isidro & Paul Hanney,
Adding Users to a Meeting in Sugar is performed in the same way as adding your Contacts that will be attending, by using the Add Invitees panel that is visible when creating/editing the Meeting.
CE / Pro / Ent / Ult - Version 6
In the listed editions above for version 6 (CE doesn't progress beyond version 6) you add Users/Contacts/Leads to a Meeting using the Add Invitees panel at the bottom of my above image. Here you input there details (you don't have to enter all of the options) and press the Search button. This will then show a list of results below with each row having a button to the very right to Add them to the Meeting, at which point they show in the Scheduling panel. The results have a symbol in the first column to represent the module they are from, using the below format:
Pro / Ent / Ult - Version 7
This process is the same in version 7 of Sugar, however the panel is now called Guests and you add multiple guests in the same way you would enter multiple email addresses. By this I mean you click the plus symbol and it asks for you to select the next Guest. The other difference here is that in Sugar 7 uses a select field like when choosing the Account on an Contact, meaning that if you cannot quickly see the guest you want to add you can click the 'Search for more...' option where you can then filter the results like in the ListView.
It also shows the module symbol (e.g. 'Co' for Contacts) next to each record instead of a picture symbol as per the previous versions. If you are on a version of Sugar 7 before 126.96.36.199 then your Calls & Meetings will still look like they did in version 6 as this was then they were upgraded to the Sugar 7 UI.
In regards to sending an invite to the customer, they will only receive an email invitation from Sugar should you press the 'Save and Send Invites' button. This will send a generic email to the customer giving the name of the Meeting and its description, giving them links to accept, decline, or tentatively accept the meeting.
Hope this helps.
Many thanks for the reply,
I've tried to do that but when I insert any of the fields and click search nothing append.
I cant use that search option, and when I add as a contact the user do not receive the invitation on their calendar.
You should also be able to just press the search button with nothing entered, and it will return a list of results. If not then there may be an issue with your installation of Sugar and will need to talk to whomever supports your system.
When you add a Contact to a Meeting you have to ensure you use the 'Add' button and not the 'Add as' buttons, as this will create a new Contact record. The User will not be notified when a new invitee is added to a Meeting, with the Meeting only showing in the Users calendar if they too are an invitee to the Meeting (this should happen automatically if they are assigned the Meeting).
Regarding Invites for Sugar 7.6, are we allowed to add several guests but only send invites to certain ones?
Also, I know that to send invites we have to click the down arrow next to Save and select “Save and Send Invites”. What if we don’t remember if we did that or just saved regularly?
In the Guests section it always displays “No Reply” next to anyone assigned to the meeting, so are invitations always sent? That is what it makes you think. Is there a way to check if an invitation was sent?
Hi Andrew N,
When you press 'Save and Send Invites' button it will send an email invitation to all guests associated with the Call/Meeting. There is nothing recorded as to whether the invites where sent from what I can see in the front-end of Sugar or in the database itself, with the below being the headers in the Calls and its relationship tables to Contacts/Leads/Users (Guests).
Call Relationship Table (Guests)
The default acceptance status when a Guest is saved to a meeting is 'No Reply', which is stored in the 'accepted_status' database column in the Guest table above, as the system has not been informed whether they have accepted or not. This happens regardless of whether an invitation is sent from the system, with their being no way of knowing whether an invitation was sent without asking the Assigned User (who will always be a Guest and cannot be removed) if they received an email invitation (it will be sent to the address on their profile).
Sorry I couldn't be of more help, and apologies for the long response as I'm sure your not too bothered about all the fields in the database tables.
Hi Liam Hastings,
Well Noted, this was very helpful information to know
Thank you for your quick response and support, I truly appreciate it
Have a great week!
Your very welcome, would you be able to mark this forum as answered so that it is closed off.
hi Liam Hastings,
Okay, how do i close this off?
I do not see anything to mark this as answered, i think OP has to mark this
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