Meeting Creation: Meeting creation in the mobile application

Meeting Creation: Meeting creation in the mobile application

Mobile users can create meetings in the URVA application for future dates.

Here is the steps to create the meetings:-

  1. From the URVA home page, Click on the Settings. 
  2. Click on the Calendar, select the future dates. 
  3. Click on the Plus + icon to crate the meeting. 
  4. Click on the Add meeting and fill the required details. Like- Title, Date & Time of the meeting. (Time Slots: The "From" time auto-fills with the next 30-minute slot (e.g., 3:00 PM, 3:30 PM). The "To" time is set 30 minutes later.)
  5. Choose Meeting type:
    1. Virtual Meeting: Select platform like Google, Jitsi, MS teams along with meeting id.
    2. Physical Meeting: Select Location. The suggestions will appear for where you can choose the meeting location.
  6. Next Tag your team members and customer with whom meeting has been scheduled.
  7. Write description and meeting alert.  
  8. Click on the Submit button. A notification will be sent to you based on time selected under Send Alert.


Meeting Invitation & Notification Emails

This guide outlines the email notifications sent for meeting creation, modifications, reminders, and confirmations in the system. These automated emails ensure that all participants are informed and prepared.

1. Meeting Invitation & Creation Email

  • When a meeting is scheduled, an email notification is sent to all invited participants (Team Members and Customer).
  • The email includes key meeting details such as date, time, and agenda.
  • A calendar file (.ics file) is attached, allowing participants to add the meeting to their calendars.

2. Meeting Modification Email (changes in meeting)

  • If the meeting is rescheduled or updated, all participants receive an email notification.
  • The email contains revised meeting details, ensuring everyone is aware of the changes.
  • An updated .ics file is included to reflect the new schedule.

3. Meeting Reminder Email (10 Minutes Before)

  • A reminder email is automatically sent 10 minutes before the meeting starts.
  • This serves as a final notification, helping participants prepare and join on time.

4. Meeting Confirmation Email to Boss

  • A confirmation email is sent to the designated boss or supervisor once a meeting is scheduled.
  • The email includes key meeting details such as date, time, participants, and agenda for their reference.



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