Use this article to book, move or cancel meetings in Workleap by telling the Workleap agent what you need. The agent checks everyone's availability, proposes verified time slots on your connected calendar, and books the one you choose.
Who can use it: anyone with a connected calendar and the Meetings feature. Direct Managers (anyone with direct reports assigned) are the primary audience; Employees, Executives, Collaborators and Administrators have the same capabilities for their own meetings.
Note: Meetings is available in the new Workleap experience only, and works differently from Officevibe 1-on-1s.
Before you start
You are logged into Workleap.
Your calendar is connected (see Connect your calendar below).
The people you invite are members of your Workleap organization.
Connect your calendar
The Workleap agent reads and writes your real calendar, so a calendar connection comes first. The connection is personal: it reads your own calendar only, and nobody else gains access through it.
Log in to Workleap and go to Home.
In The week ahead, select Connect calendar.
Choose Outlook or Google on the Connected apps page, review the permissions, and complete the sign-in with your provider.
Go back to Home. Your meetings for the week appear in The week ahead, with 1:1s, group meetings and everything else. If the widget still shows the connect prompt, select Refresh.
If your connection expires, Home and the Meetings pages show a Reconnect my calendar prompt. Until you reconnect, the agent cannot read or book meetings.
Book a meeting
Describe the meeting you need, and the Workleap agent proposes times that work for everyone invited.
Log in to Workleap and go to Home. Select Manage calendar, then Book a meeting. You can also open the agent from anywhere and type your request.
Describe what you need in your own words: "Set up a 1:1 with Madek", "Find a slot for the four of us next week", or "Book my 1:1 with Madek Tuesday at 10 for 30 minutes". If you give the agent nothing to go on, it asks who to invite and what the meeting is about.
The agent tells you what already exists on your calendar, then proposes verified time slots, usually three, each with the weekday, time, duration, recurrence and start date.
Select the slot you want.
The agent books it and confirms the subject, date and time, recurrence and attendees. Everyone invited receives the invitation in their own calendar, and The week ahead refreshes.
If you name a time, the agent still checks everyone's availability and tells you about conflicts before booking. If you don't name one, it searches and comes back with options; it never invents a time.
Workleap agent insight: The agent proposes, you decide. Nothing is created, moved or cancelled on a calendar until you confirm, because a calendar change reaches other people's calendars.
Set up a recurring 1:1 cadence with your team
Ask for a cadence across your direct reports, and the Workleap agent books one recurring 1:1 per person.
Log in to Workleap and go to Home. Select Manage calendar, then Schedule missing 1:1s. From Team > Meetings, the banner listing reports with no upcoming 1:1 offers the same.
State the cadence: "I want to meet each of my directs every two weeks for 30 minutes."
The agent works through your reports one at a time and proposes a recurring slot for each.
Confirm each booking. If the agent stops before finishing, it names who is still outstanding.
Each recurring 1:1 you organize gets an agenda in Workleap before each occurrence. See How do I prepare a 1:1 with the Workleap agent?
Reschedule or cancel a meeting
Tell the Workleap agent what to change. It finds the existing meeting and changes it rather than creating a second one beside it.
Open the agent.
Say what you want: "Move my 1:1 with Madek to 3pm", "Make it biweekly", or "Cancel Thursday's sync".
If several meetings could match, the agent asks which one you mean before touching anything.
For a new time, it proposes verified options, as for a new booking.
Confirm. The agent applies the change, tells you exactly what it altered, and attendees are notified.
Cancelling depends on your role on the meeting. If you organized it, cancelling calls it off for everyone invited. If someone else organized it, cancelling only removes you; the meeting goes ahead without you. The agent tells you which will happen before you confirm. There is no undo.
Moving a recurring 1:1 keeps its agendas and recaps in Workleap; they follow the series to its new times.
How the Workleap agent chooses the times it proposes
Workleap encodes a set of meeting practices as instructions the Workleap agent follows every time it builds a proposal, so you get a defensible time rather than the first gap in the day.
Everyone invited has to be free, checked against every attendee's calendar.
Each person's own working hours and time zone are respected, and a proposal never overlaps anyone's lunch.
Mid-morning, Tuesday to Thursday, is preferred. Mondays, Fridays, end of day and the slot right after lunch are avoided.
A protected recurring slot beats a one-off. Where both would work, a recurring series is proposed, on the same day and time each cycle.
Cadence follows the person: a new hire, new role or new manager gets a weekly proposal (twice a week early on); an established report weekly or biweekly; a large team or a senior autonomous report biweekly, monthly at most; someone struggling or in a big change stays weekly; a skip-level runs monthly to quarterly; a 1:1 with your own manager mirrors the cadence already in place.
Duration follows the type: 30 minutes for a simple check-in, new hire or skip-level; 45 minutes for goal setting; 45 to 60 for a growth or performance conversation; 30 to 45 for a difficult conversation.
The options are spread across different days, three at a time.
The invitation is named for what it is: 1:1 Alex / Jordan for a 1:1, Engineering weekly sync for a team meeting, online with a Teams or Meet link.
When nothing fits inside everyone's working day, the agent offers the closest option and tells you whose day it breaks and by how much. You can always name a time outside those bounds; it books it. Anything you say in the conversation replaces these defaults for that request.
Note: Administrators can adjust these instructions for the organization from Admin > Agent > Skills > Organize meetings, so the agent schedules the way your teams work. See How do I set meeting templates and instructions for my organization as an administrator?
Book a sensitive meeting
Describe the meeting plainly, and the Workleap agent recognizes it as sensitive on its own: a departure, an unannounced promotion, a compensation conversation, a performance conversation, a difficult conversation. The invitation reaches the other person before you have spoken to them, so the agent asks you what subject line to use and keeps the reason off the event.
Open the agent and describe the meeting: "Book a time to let David go", "I need to tell Priya about her raise".
The agent proposes slots that fit the type: a difficult conversation within 48 hours, with a buffer on either side; a departure early in the week.
Choose a slot. The agent asks what subject you want on the invitation and suggests 1:1 Alex / Jordan when the two of you already meet. Nothing in the description names the reason.
If the conversation happens in a room, say so. The agent books it with a location and no Teams or Meet link, and invites only the people the conversation concerns.
Confirm. The agent books it and confirms the event as it now stands.
You never have to flag a conversation as confidential; the agent reads it from the ask.
Limitations and workarounds
Only the organizer can change a meeting. If someone else created it, the agent can remove you from it but cannot move it or change who is invited. Ask the organizer, or book a new meeting.
The invite list is replaced, not added to. When you change who is invited, name everyone who should be on the meeting afterwards. Anyone left out is uninvited and notified.
A recurring series cannot become a single meeting by editing it. Cancel the series and book a one-off.
Your calendar is the source of truth. Changes you make directly in Outlook or Google win, and the agent reads from there.
Without a connected calendar, nothing works. There is no manual scheduling in Workleap; every meeting is created through your connected calendar.
Related
How do I prepare a 1:1 with the Workleap agent?
How do I get a recap of my 1:1?
How do I set meeting templates and instructions for my organization as an administrator?