Integrate x.ai with CodeTwo Email Signatures for Office 365

This section describes how to set up CodeTwo Email Signatures for Office 365 to add x.ai scheduling links to Microsoft 365 (Office 365) email signatures.

x.ai is a solution which allows others to schedule meetings with you or your teammates. The tool makes the scheduling process easy by reducing unnecessary lengthy conversations and it seamlessly integrates with the Microsoft 365 calendar.

Having meeting links in your email signatures comes with numerous benefits:

  • Recipients can easily check your teammates’ availability.
  • You can use the scheduling links in your signatures to promote your product demos, webinars and other forms of product and service promotion.
  • x.ai takes care of time-zone differences.
  • It is easy to manage meetings by synchronizing the x.ai meeting calendar with the Microsoft 365 calendar.

x.ai meeting links setup

Each team member you add to x.ai will have their own meeting page. You can also define meeting types and set their title and duration.

A sample personal scheduling link looks like this:

  • https://calendar.x.ai/doe_john/phone

or

  • https://calendar.x.ai/company_name/doe_john

Where:

  • doe_john is the user identifier, in this case the link leads to John Doe's calendar
  • phone relates to a meeting type
  • company_name is the identifier of your company

Apart from individual meeting scheduling pages, x.ai lets you set up Round Robin Meeting Pages. This feature lets people interested in scheduling a meeting check the availability of your x.ai account members and contact the one who is free at a chosen time. Such link can be added to all external email signatures and allows recipients to pick a meeting time that best suits their needs.

Adding x.ai meeting links to email signatures

To add a scheduling link to your email signature template:

  1. Go to app.codetwo.com and sign in.
  2. Select the email signature rule to which you want to add the meeting link.
  3. On the Design tab, click the Edit signature button to open the email signature template editor (Fig 1.).

Opening the email signature template editor.
Fig. 1. Opening the email signature template editor.

  1. Place the cursor where you want to put the link. Click the Meeting link button on the ribbon (Fig. 2.) to open the Insert meeting link window.

Inserting a meeting link.
Fig. 2. Inserting a meeting link.

  1. In the Insert meeting link window (Fig. 3.), choose x.ai Calendar Page from the Type menu.

Creating an x.ai link in the Insert meeting link window.
Fig. 3. Creating an x.ai link in the Insert meeting link window.

  1. Replace the link provided in the URL field with 
https://calendar.x.ai/company_name/{Last Name}_{First Name}

where company_name is your company identifier in x.ai and {Last Name} and {First Name} are Azure Active Directory (AAD) placeholders, which will be replaced by an individual user’s data by CodeTwo Email Signatures for Office 365.

  1. Use the Label field to enter the link text e.g. Schedule a 15-minute meeting with me. If you leave this field empty the image will be hyperlinked.
  2. Use the Picture section to view the image that will be used with the link, remove it so no image is shown or change it to an image of your choice.
  3. Click OK to close the window and add the link to your signature template.
  4. You can use the Signature preview button to see what the signature will look in a user's email (Fig. 4.).

Preview of a signature with an x.ai meeting link added.
Fig. 4. Preview of a signature with an x.ai meeting link added.

When a recipient clicks the meeting link in the signature, they will be directed to the x.ai meeting scheduling page of a specific user (the sender of the email), as shown in Fig. 5. There, they will be able to choose the appropriate time for the meeting. Next, x.ai adds the event to everyone's calendar.

x.ai meeting scheduling page.
Fig. 5. The x.ai meeting scheduling page.

Info

If you prefer to use the Round Robin Meeting link instead, the meeting link will be the same for all users and you don’t need to use AAD placeholders.

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