When a Meeting Changes or Is Cancelled
Keeping everyone's copy of the meeting honest, including the one in their own calendar.
What It Is
Once someone has booked, the meeting exists in more than one place. It is on your Zyntro calendar, it is in their calendar wherever that lives, and it may be mirrored on phones and desktops.
When the meeting changes, Zyntro does two things: it tells the people involved in plain language, and it sends a calendar update that their own software applies automatically.
That second half is what stops a changed meeting from quietly sitting at the old time in someone else's diary.
Why It Matters
Because a message alone does not move anything. An email saying we have moved to Thursday relies on the recipient reading it and editing their own calendar. A calendar update moves it for them. Zyntro sends both, so the meeting is correct whether or not they read carefully.
Because some ordinary actions send mail. Dragging a meeting on your calendar to a new time saves at once and notifies the attendee. So does dragging its edge to change its length. There is no confirmation step, which makes the calendar grid a slightly riskier place to tidy up than it looks.
Because a cancellation should withdraw the meeting, not merely contradict it. A cancellation notice carries a proper calendar cancellation, so the entry is removed from their calendar rather than left for them to delete.
And because these messages depend on the same verified sending domain as the original invitation. If it is not configured, the attendee is not told their meeting moved — and that is considerably worse than not receiving the invitation in the first place.
How It Works
Who is told. Everyone recorded on the meeting, which is the person who booked plus anyone added to it since.
What is sent.
- Moving or changing it produces an Event Updated message with a calendar update attached. Their calendar adjusts to the new time.
- Cancelling it produces an Event Cancelled message with a calendar cancellation, and includes the reason if one was given.
- Some changes send a plain note instead, where there is something worth saying but nothing about the time to correct.
Why the order matters. Calendar software ignores an update it believes is older than what it already holds. Zyntro stamps each change so that a later one always wins — which is what makes a cancellation sent after a reschedule actually take effect rather than being quietly discarded as stale.
What happens to everyone's answers. Every update repeats what each guest has already said, so a change that does not affect the commitment leaves their answers alone. Fixing a title or editing the description disturbs nobody. Moving the meeting to a new time does ask everyone again, and should — the new time is a commitment they have not agreed to yet.
Who can trigger a change. You can, from the calendar or the event itself. The person who booked can, using the reschedule and cancel links in their invitation. Both routes notify everyone.
Examples
You correct a typo in the title of a meeting two people have accepted
Both keep their acceptance. The update repeats what each of them said, so neither is asked to confirm again.
You drag a booked meeting an hour later
It saves immediately, the attendee is emailed, and their calendar moves itself. Convenient when you meant it; awkward when you were only tidying your week.
The customer reschedules using their link
They choose from your live availability, the old slot is released, the new one is taken, and everyone is told. You need do nothing.
You cancel with a reason
The reason travels with the notice. It costs a sentence and is the difference between a courteous cancellation and an abrupt one.
You cancel a meeting you had already moved
The cancellation still takes effect. Zyntro makes sure the later message outranks the earlier one, so the attendee's calendar does not ignore it as out of date.
You delete the event from your calendar instead of cancelling
Your time is freed, but prefer the cancel route for anything a customer booked — cancelling is the path that is designed to inform both sides.
Tip: Reschedule rather than cancel-and-rebook when the meeting should still happen. Rescheduling keeps it as one meeting that moved, which is what the attendee's calendar and your records both want. Cancelling and creating a new booking produces two unconnected records.
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.
