Prerequisites
- Make Sure Invitations Actually Send — Responses depend on the same verified sending domain as the invitation
How You Know Who Is Coming
An invitation asks a question. This is how the answer gets back to you and stays there.
What It Is
Every person on a meeting carries an answer to the invitation they were sent. There are four: Accepted, Declined, Maybe, and Awaiting reply for someone who has not responded yet.
You do not collect these answers yourself. When a guest opens your invitation and presses Yes, No or Maybe, their calendar app sends a reply back to Zyntro, and Zyntro records it against that person on that meeting — with the time they answered.
An answer can also arrive from your own phone or laptop, if you have device sync set up. Responding to a meeting there records the same answer in Zyntro.
Why It Matters
Because the day before a meeting, the useful question is who is actually coming. Three people invited and one reply is a different meeting from three people invited and three acceptances, and the difference is worth knowing before you prepare for it rather than after.
Because answers used to be thrown away. Until October 2026, every change to a meeting told every guest's calendar that nobody had responded. Fixing a typo in the title was enough to clear three acceptances and ask everyone again. Zyntro now states each person's actual answer on every update it sends, so editing a meeting leaves the answers alone.
Because a declined guest is information, not an absence. Someone who says no stays on the meeting marked Declined. You can see that they answered and chose not to come, which is not the same as never having replied.
How It Works
The invitation carries a reply address. Every invitation Zyntro sends nominates an address on your own verified sending domain as the organiser's. When a guest answers, their calendar app sends the reply there, which means Zyntro receives it rather than it landing in a personal mailbox where nothing can read it.
The reply is matched to one person on one meeting. It is matched on both the meeting and the answering address, so a contact who attends twenty of your meetings never has an answer recorded against the wrong one.
You are told when an answer arrives. A short notice reaches you naming the guest, their answer and the meeting. It is only sent when an answer actually changes, so a calendar app that re-sends the same acceptance on every sync does not email you repeatedly.
Later changes restate every answer. When you edit a meeting, the update Zyntro sends says what each guest has already said. That is what stops a cosmetic edit from resetting anyone.
A genuine change still asks again, and should. Moving the meeting to a different time is not a cosmetic edit — it is a different commitment, and everyone is properly asked to confirm the new one. Changing the title, the description or the notes is not, and nobody is disturbed.
A late reply cannot undo a newer one. If a guest's calendar answers an older version of the meeting after they have already responded to the current one, the stale answer is ignored rather than allowed to overwrite the newer one.
Examples
A guest presses Yes in their email
Their calendar app replies, Zyntro records Accepted against them with the time, and you get a short notice saying so. Their name shows as accepted on the meeting from then on.
You fix a typo in the meeting title after two people have accepted
Both keep their acceptance. The update that goes out repeats what each of them said, so neither is asked to confirm again and neither of their calendars changes state.
You move the meeting from Tuesday to Thursday
This one does ask everyone again, and that is correct — Thursday is a commitment they have not agreed to yet. Their answers reset to Awaiting reply until they respond to the new time.
A guest declines
They stay on the meeting marked Declined rather than disappearing from it. You know they saw the invitation and are not coming, and you can decide whether the meeting still makes sense.
A guest replies with a sentence instead of pressing a button
An email saying sorry, can't make it is a message, not a calendar response, so it does not change their recorded answer. They stay as Awaiting reply until they use the buttons, or until you set the meeting straight yourself.
Important: Response tracking depends on a verified sending domain. The reply address in every invitation lives on your own sending domain — so until that domain is configured, invitations to the person who booked are not sent at all and there is no address for an answer to come back to. If you want to know who is coming, set the sending domain up first.
Info: You will not see an answer for yourself. As the meeting's organiser you are not a guest of your own invitation, so there is no answer to record against you and none is shown.
