Preparation and coordination
A signing brings together a buyer, a seller, a broker and a lender. Finding the hour is one thing; holding the coordination and the preparation around that hour is another.
Outlook and Microsoft 365
The appointment is written into the calendar of the professional concerned; cancelling stays with the organiser. And calendar rights do not open the mailbox.
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Where your appointment lands
The appointment is written into the calendar of the professional concerned, on your work account. Cancelling stays with the meeting organiser: that is a vendor rule, not an editorial choice. With no connection, the appointment is written into the native agenda, with the professionals, the durations and the time zones declared in your workspace.
One point is worth making right away, because the confusion is common: calendar rights give you no access at all to the mailbox. Reading a message, drafting a reply and sending it are a different authorisation, with its own rule. The authorisation is granted from your account, and your administrator decides who sees what.
When the office runs on Microsoft, the meeting schedule lives in Outlook and every professional has their own; the grouped availability lookup is a separate interface, the one that makes it possible to offer an hour when three people are free at once.
Read, create, update, cancel
The status below comes from a full read of the vendor's official documentation. No authorisation has been granted to Zenvox on a real customer, and no authenticated test has been recorded. Anything marked as still to qualify is marked that way for that reason, not out of editorial caution.
| Action | Status | What that means |
|---|---|---|
| Read | To qualify | Reading the authorised events is documented, and the grouped availability lookup exists for work and school accounts. One limit is known and named: on a delegated personal account that grouped interface is not supported, and another route has to be tested to get the same open time. |
| Create | To qualify | Creating an event in the calendar you choose is documented. Every write carries a transaction identifier tied to the Zenvox action that asked for it, which is what stops a resumed call from filing two meetings. Read rights are not enough on their own; writing asks for its own permission. |
| Update | To qualify | Updating an existing event is documented. Rights on a shared or delegated calendar are a separate question to settle with your administrator: the sharing permissions on their own do not open the change notifications on those calendars. |
| Cancel | To qualify | Cancelling belongs to whoever organised the meeting. If someone in the office created the appointment, the receptionist does not cancel it on their behalf: she records the request, flags it, and the cancellation happens from the right account. That is the vendor's rule, not caution on our side. |
What is included, what needs an add-on
Answering, qualifying, taking a message and booking a meeting into authorised slots belongs to your base. The connection is what puts that meeting inside the office calendar rather than beside it. Coordinating several people around one date, and handling what arrives by email, are two different jobs carried by two named add-ons.
The authorisation, and what holds the truth
On a business suite, the authorisation usually has to be discussed with an administrator. Here is what gets asked for, and what does not.
- The authorisation is granted from your organisation, and your password does not go through Zenvox
- The right to see a calendar and the right to write in it are two different permissions, requested separately
- Calendar rights open neither reading nor sending of email: that is a separate authorisation, and it belongs to the mailbox add-on
- Shared calendars and delegation are settled with your administrator, because the sharing permissions alone are not enough for change notifications
- One system holds the truth per object: the calendar carries the event, Zenvox carries the rules of the practice, and records software keeps its grip on whatever it already runs
- The authorisation is revoked from your organisation, and the receptionist falls back on the native agenda with no break in service
A notary practice. The professionals' calendars sit in the office suite. Availability lookup is authorised; writing is still being qualified, so the meeting is proposed and then confirmed by the team.
CallerHello, we are buying a house and our broker told us to call you. We sign on the 30th.
ReceptionistLet me take your full name and a number to reach you on first. Is this a new file with us, or one that is already open?
CallerNew. It is our first house.
ReceptionistGood. For a transaction I note the address of the property, the expected signing date and the other parties: the seller, the broker and your lender. I can see open time for a preparation meeting; I will propose it to the team and you will get the confirmation.
The request reaches the notary with the signing date, the parties and the proposed hour. The fees are not improvised over the phone: the receptionist states what the practice posts, and the rest belongs to the notary. A firm date is confirmed with him, not without him.
If the connection is not there
An office that would rather not open its calendars keeps exactly the same service. The receptionist works on the native agenda, with the professionals, the durations and the time zones declared in your workspace.
- The meeting is booked in your workspace, with the same qualification and the same written confirmation
- The team sees it in the app and copies it into the office calendar if they want to
- No capability in your base depends on opening a corporate calendar
- The connection can be added later, without redoing the setup or moving what is already booked
Questions about this connection
Do calendar rights open the mailbox?
No: that is a separate authorisation, and it belongs to the mailbox add-on. Reading a message, drafting a reply and sending it are a different permission, with its own rule.
Who can cancel a meeting?
The organiser. If somebody in the office created the appointment, the receptionist does not cancel it on their behalf: she records the request, flags it, and the cancellation happens from the right account. That is the vendor rule.
Can we find an hour when three people are free?
That is the grouped availability lookup, a separate interface that exists for work and school accounts. On a delegated personal account it is not supported, and another route has to be tested to get the same open time.
Do we have to go through our administrator?
Yes for shared calendars and delegation: the sharing permissions alone are not enough for change notifications. The authorisation is granted from your organisation, and your password does not go through Zenvox.
What if we would rather not open our calendars?
The service is the same: the meeting is booked in your workspace, with the same qualification and the same written confirmation, and the team copies it into the office calendar if they want to. The connection can be added later, without redoing the setup.
Where to next
Look at the other calendar on the same journey, at what the email channel changes, or open the full software list.
Outlook and Microsoft 365