Job Summary – Meeting/Task

The Job Summary page lets you schedule, track, and manage meetings and tasks that are linked to a job or created independently. You can create job-related meetings, job-candidate meetings, and job-client meetings. Meetings and tasks can be created in two ways. Use the following navigation paths:

Job Summary > Meeting/Task section
Job Summary > Grid View> Candidate selection > Meeting/Task
Job Summary > List View> Candidate three-dot button > Meeting/Task

Grid View – Select Candidate – Action Panel – Meeting/Task

List View – Three-dot – Meeting /Task

Meeting/Task Section

These two navigation paths work differently, so each is explained separately.

First, review the Meeting/Task section:

Scheduling Assistance (Left Panel) – Fields

Field	Description
Calendar Time Availability	Displays the organiser's existing calendar availability to help avoid scheduling conflicts.
Date*	Select the meeting or task date.
Time Period*	Select the duration of the meeting (for example, 1 Hour(s)).
Time Format*	Choose whether available time slots are displayed in 12 Hour or 24 Hour format.
Available Time Slots	Displays available and unavailable time slots for the selected date. Green slots are available, while unavailable slots are shown in a different colour. Selecting a slot automatically populates the meeting date and time.

Right Panel– Fields

Field	Description
Insert Template	Inserts a pre-configured Job template to automatically populate the meeting or task details. The title of the meeting/task will be updated automatically by the template name. For details on how the email templates are created, click here: My Profile - Email Templates.
Organiser	Displays the user creating the meeting or task. This field is populated automatically and in a disabled mode (cannot be changed).
Meeting Related To	Automatically displays Job. This value is fixed and cannot be changed.
Related To	The Job field automatically displays the job associated with the Job Summary page from which the meeting or task is being created. This is a read-only field and cannot be modified.
Category	Select the activity category, such as Call Interview cat, CR-Activity Category, Interview, etc. This will update the Title with the selected category removing the inserted template name.
Add a Title*	Enter a meaningful title for the meeting or task. This is a mandatory field.
Date & Time	Displays the selected meeting date, start time, end time and time zone. Selecting an available time slot automatically populates these values, which can be modified if required.
Invite Required Attendees	Use this field to add the users who are required to attend the meeting or be associated with the task. By default, no users are selected. First, select the User Type (for example, Client, Candidate, Contact, etc.). Then, search for the required user by Name or Email ID and select the appropriate user. Selecting the correct User Type determines the Summary page where the meeting or task is associated and logged. Email Template and Placeholder Behaviour The email template and placeholder replacement behaviour depend on the selected User Type and the context from which the meeting or task is created. Candidate If Candidate is selected as the User Type and a candidate is selected by Name or Email ID: The meeting or task is associated with the selected candidate in respect to the specific job. The Candidate email template is used. Candidate placeholders are replaced with the corresponding candidate details. Any Job placeholders added to the template are also replaced with their actual values as the job context is available. Candidate placeholder replacement is currently supported only when a single candidate is selected. If multiple candidates are added, Candidate placeholders cannot be replaced because the system cannot determine which candidate's details should be used. An activity is logged under the Candidate's Activity section and the Job Log. An email is sent with the calendar to the users added under Invite Attendees. The Organiser receives an Activity Created email containing the meeting or task details. The meeting or task is associated with the selected client and logged on the client’s Summary page. Because it is created from the Job Summary page, the job context remains available, allowing you to schedule a client meeting or task in relation to the selected job. The Client email template is used. Client placeholders are not replaced. Job placeholders included in the Client email template are replaced with their actual values as the job context is available as it is created via job summary page. The Meeting/Task created will be saved under the job and specific client summary meeting/task. An activity is logged under the Client's Activity section and the Job Log. An email is sent to the users added under Invite Attendees. The Organiser receives an Activity Created email containing the meeting or task details. An activity is logged under the Candidate's Activity section and the Job Log. An email is sent with the calendar to the users added under Invite Attendees. The Organiser receives an Activity Created email containing the meeting or task details. Job placeholders included in the Client email template are replaced with their actual values as the job context is available as it is created via job summary page. The Meeting/Task created will be saved under the job and specific client summary meeting/task. The meeting or task is saved under the respective Job and the selected Candidate Summary. In addition: Client If Client is selected as the User Type and a client is selected by Name or Email ID: The meeting or task is saved under the Job and the selected Client Summary. In addition: Job Context and Placeholder Replacement Placeholder replacement depends on whether the required context is available when the meeting or task is created. If the meeting or task is created from a Job Summary page and a Job email template is selected, Job placeholders are automatically replaced with the corresponding job details. If a Client email template is selected while creating the meeting or task from a Job Summary page, Client placeholders are not replaced because the required Client context is not available. However, Job placeholders are replaced because Job context is available. If the meeting or task is created or associated from a Client Summary page, Job placeholders are not replaced because no Job context is available.
Access*	Defines the visibility of the meeting or task (for example, Public, Protected and Confidential). Use the + icon to manage access permissions.
Description	Use the rich text editor to enter the meeting agenda, notes, or task details. You can apply formatting and add hyperlinks, images, and attachments as needed. Job placeholders are supported because the job context is associated with this meeting or task.
Invite Optional Attendees	Add attendees whose participation is optional. These attendees are included in the CC section of the meeting notification email.
Meeting Platform	Select the online meeting platform (for example, Microsoft Teams) if configured under My Profile > Other Integrations.
Online Meeting URL	Once a meeting platform is selected, the system automatically generates the online meeting link. This link is included in the calendar invitation.
Search for a Room or Location	Search for and select a meeting room or enter a physical meeting location.
Send Email to Attendees	Auto enables when user(s) are added in the required attendees field. It is disabled and can be edited.
Send Calendar Appointment Invite to Attendees	Sends a calendar invitation containing the meeting details and online meeting link (where applicable) by ticking the checkbox.
Attachment	Upload supporting documents using the paperclip icon.
Email Preview	Opens a preview of the email before it is sent.
Save	Saves the meeting or task.
Cancel	Closes the window without saving any changes.

Meeting Created - Details

At the top of the meeting record, the system displays the Created Date/Time alongside the meeting creator details (i.e., who created the meeting), as these details are related to the record's creation.
Subject – The title of the meeting or task (for example, Interview – Springfield General Hospital).
Within the meeting tile/summary section, the Scheduled (Booked) Date and Time are displayed as a dedicated field, as this is the primary information when viewing a meeting.
Place Booked Time and Duration side by side for better clarity.
Attendees and then the Organiser details.

Meeting/Task Created – Fields

Once a meeting or task is saved (with Send email to attendees ticked), XeopleRecruit automatically sends notification email from notifications@xeople.com to the relevant people. It confirms the activity and includes an Open button (and a direct link) that takes the recipient straight to the activity in the system.

The email lists the activity details:

Subject – the email subject ("Activity created – view now")
Title – the meeting/task title
Type – the category selected (e.g. Interview)
Create On (Scheduled on) – date, time and time zone
Created by – the user who created it
Organiser – the assigned organiser
Start Date - the date and time when the meeting will commence.
Attendees – the invited attendees
Related To – the linked record type and name (e.g. Client – [name])
Duration – the meeting length (e.g. 60 Mins)
Meeting Platform – the online platform, if one is set
Meeting Platform URL – the online meeting link, if generated
End Date – the date and time when the meeting will conclude.
Open Activity– a link/button to view the activity directly

Email Template

To edit or delete an entry, click the pencil (edit) or bin (delete) icon shown on each entry.
To mark a meeting or task as done, click the green tick (complete) icon on the entry.

Use the Search bar at the top to quickly find a specific meeting or task. On the left-hand side, entries are organised by year and month. If entries do not appear, select the desired month from the left panel to display the meetings and tasks created during that period.

Those four icons are the action/filter bar for the Meeting / Task tab, same logic as the filters on the Notes tab. Left to right:

Refresh (circular arrow) — reloads the meeting & task list.
Date (calendar) — filter entries by date.
Owner (person) — filter by the person who created/owns the entry.
Category (shapes) — filter by category.

Optional Reading: To set up online meetings, see the Marketplace Configuration – Microsoft Teams Meeting article. Meetings and tasks added against a client are also logged in the Activity tab.

Options to Search – Meeting/Tasks

Second, review Grid View> Candidate selection > Meeting/Task:

Once you select the candidate via the check box and select Meeting/Task from the action panel. Meeting /Task panel opens from the right side of the screen. Here the Left panel is similar as explained above.

Right Panel– Fields

Field	Description
Insert Template	Similar as mentioned above.
Organiser	Similar as mentioned above.
Meeting Related To	This field is not restricted to scheduling meetings only in the context of a Job. Meetings/Tasks can be scheduled for any module, such as Candidate, Client/Lead, or Employee. By default, the Job module is selected. If you select another module, such as Client, the scheduled Meeting/Task is displayed in the Client Summary without a Job context. In such cases, it will not be saved in the Job Meeting/Task section or Job Log, as it is not associated with a specific Job. If the Job module is selected and a specific Job is associated with the Meeting/Task, it will be linked to both the Job and Client. In this case, the Meeting/Task will be saved under the Job Meeting/Task section, Job Log and will also be visible in the Client Summary.
Related To	For example, select a particular client and the meeting/task will be visible under the specific client summary not under the jobs module.
Category	Select the activity category reflected as per the module, such as Call Interview cat, CR-Activity Category, Interview, etc. This will update the Title with the selected category removing the previous context.
Add a Title*	Same as explained above.
Date & Time	Same as explained above.
Invite Required Attendees	By default, the candidate selected using the checkbox is picked in this field. You can remove the selected candidate and add another candidate as required. If you select a Candidate Email Template using Insert Template and replace Candidate A in the Invite Required Attendee field with Candidate B, the candidate-related placeholders in the template are replaced with the actual values for Candidate B. This works when only one candidate is selected in the field. If multiple candidates are selected, the system cannot determine which candidate's details should be used to replace the candidate-related placeholders. Similarly, any Job placeholders inserted from the section below are replaced with their corresponding actual values because the Job context is available for the meeting. If you insert a Job Template from the section above, all Job-related placeholders in the template are automatically replaced with their actual values, as the meeting is being scheduled in the context of the Job. The meeting or task is saved under the Job and the selected Candidate Summary as the job relation is with the candidate. In addition: Client If Client is selected as the User Type, a client is selected by Name or Email ID, and a Job and specific Job are selected in the Related To field, the Meeting/Task is associated with the selected Client and the specific Job. Since the Meeting/Task is created in the context of a Job and the required attendee is the Client, it is logged on both the Client Summary page and the Job Meeting/Task section. The Client email template is used. Client placeholders are not replaced. The meeting or task is saved under the Job and the selected Client Summary. In addition:
Access*	Same as explained above.
Description	Same as explained above.
Invite Optional Attendees	Same as explained above.
Meeting Platform	Same as explained above.
Online Meeting URL	Same as explained above.
Search for a Room or Location	Same as explained above.
Send Email to Attendees	Same as explained above.
Send Calendar Appointment Invite to Attendees	Same as explained above.
Attachment	Same as explained above.
Email Preview	Same as explained above.
Save	Same as explained above.
Cancel	Same as explained above.

Jobs – Candidate Selected – Meeting/Task