What Zyntro Sends When Someone Books
A briefing for you, an invitation for them — and two different ways of sending them.
What It Is
When a booking is made, two emails go out, and they are not two copies of the same thing.
You get a briefing. It arrives from Zyntro with the subject Meeting Notes for the meeting title. Alongside the time and the joining details it carries what Zyntro knows about the person: a summary of them, what seems to matter to them, and some openings worth using. It is a preparation document, not a calendar notice.
They get an invitation. It arrives from you — your name, on your own domain — with the meeting details, a link to join if it is a video meeting, a calendar attachment their own calendar can add, and links to reschedule or cancel without having to ask you.
The two are shaped for completely different jobs, which is why neither is simply copied to the other.
Why It Matters
Because the two are sent in different ways, and only one of them can fail quietly.
Your briefing goes out through Zyntro's own email sending. It needs nothing set up and it essentially always arrives.
Their invitation goes out from your domain, which means it uses your own email sending setup. If that has not been configured, Zyntro does not send a message pretending to be you — it skips it.
So on a workspace without a verified sending domain, the booking is created, the time is blocked, you get your briefing, and the person who booked hears nothing at all. Everything looks right from where you are sitting. That one asymmetry is behind most reports of invitations not arriving.
Because the invitation is also the customer's control panel. The reschedule and cancel links live in it. Someone who never receives it has no way to change their booking except by contacting you.
How It Works
Your briefing is assembled from the booking and from the contact record, and sent from Zyntro's own address with a calendar attachment. It shows the time in your timezone and in theirs, which is the detail worth having before an international call.
Their invitation is assembled from the schedule's event title and description — the ones written for the booker, not the ones you use internally — and sent from your organiser mailbox name on your verified domain. It carries a calendar attachment so their own calendar can add the meeting, whatever software they use.
Later changes are a separate mechanism again. Moving, changing or cancelling a meeting sends a further message carrying a calendar update, so the attendee's own calendar corrects itself rather than silently keeping the old time. That path also needs the verified sending domain.
Who counts as an attendee is everyone recorded on the meeting, whether they came through a booking page, a form, or were added to the meeting afterwards.
Examples
A prospect books a discovery call
You receive the briefing — who they are, what they appear to care about, and openings to use. They receive an invitation from you with the time in their own timezone, a join link, and links to change it. Two emails, two purposes.
You move the meeting by dragging it on your calendar
Dragging saves immediately and sends an update, so their calendar moves too. This is why dragging a booked meeting is not a quiet act.
They cancel using the link in their invitation
Everyone on the meeting is told and the time is released for someone else. Nothing waits on you.
Your sending domain has not been set up yet
You still get your briefing and the meeting is still in your calendar. They get nothing — no invitation, no calendar attachment, and no way to reschedule. Nothing in the interface tells you this happened.
An international booking
Your briefing shows the time in both timezones and their invitation shows it in theirs, so neither of you has to convert anything.
Important: Everything sent to the person who booked depends on a verified sending domain. The booker's invitation goes out from your own domain, using your own email sending setup — so until that is configured, those messages are skipped. The meeting is still created, and you are still emailed, which is exactly why this goes unnoticed. If you take bookings from the public, set your sending domain up before you share a booking link.
