Invite your whole workforce, even without a company email address
Invitations, replies and attendance lists in one place, from head office to the shop floor.
Most organisations invite their own people to more events than they realise: an all-hands meeting every quarter, a summer party, a health and safety day, the Christmas party or a family open day. The organizers always have the same three questions: who is coming, how many chairs and meals are needed and how do we reach the colleagues who never open a company inbox.
Let's Meet answers those questions in one place. The invitation goes to your distribution list, the replies collect themselves into a single attendee list, and everyone who has not responded is reminded automatically.
For a departmental meeting with twelve people, a calendar invitation is exactly right and you do not need us for that. Once the whole workforce is invited, three things break.
Past a few hundred invitations, the list of acceptances in a calendar becomes unreadable, and nobody volunteers to chase two hundred colleagues by hand. Let's Meet reminds everyone who has not answered yet.
An early shift, a late shift and three locations rarely fit into one date. Each group gets its own event from the same template, and at the end you evaluate them together.
In production, warehousing and logistics, many people have no company address at all. A calendar entry never reaches them, a QR code next to the clocking-in terminal does.
Set up your next employee event without registering. Up to 100 invitations and registrations a month are free.
Create an employee eventEvery event has a QR code that leads straight to the registration page. Print it on the notice board, next to the clocking-in terminal, on the payslip or on the canteen tables. Whoever scans it replies from their own phone, with no app to install and no password to remember.
The email field can be marked as optional, so a reply works with nothing but a name. That is enough for a headcount, and it comes at a price worth knowing about: people who leave no address cannot be sent anything afterwards, including a joining link or a change of room. For an on-site event that is rarely a problem, for a hybrid one it is.
The words differ more than the events do. An all-hands meeting or a town hall is called by management. A works meeting is called by the works council, and in Germany the Works Constitution Act asks for one in every calendar quarter. That means four rounds of invitations a year, each time to every single employee. Austria and most other EU member states have a comparable arrangement, the legal detail varies from country to country.
For the software the difference comes down to one setting. When the works council issues the invitation, the attendee list stays with the works council, because only the account holder and whoever has the administration link can see it. You also decide at the point of creating the event whether participants can see the guest list and the current number of attendees.
One thing belongs in the invitation text rather than in the software. Attending a works meeting is a right, not something people have to sign up for. Word the message as a reply that helps with planning, and the question of whether registration is compulsory never comes up.
Anyone working shifts or out on the road usually joins from a screen. For the meeting itself you still need your own video system, Let's Meet does not replace it. We settle the question that comes before it: who is in the room, who is joining online, and who gets which link.
Add a registration field with the options on site and joining online. From Premium Lite, Let's Meet sends out the joining information with the access link shortly before the start, and only to the people who registered. The link is not sitting in a four week old email, and you know in advance how many chairs the room needs.
From Premium Lite you check people in at the door by QR code. The check-in status arrives as its own sheet in the Excel export of the attendance statistics, next to the replies and the registration data. What people promised and what people did end up side by side rather than in two different files.
For an event that comes round four times a year, that is more useful than it sounds. By the third round you can see which time of day fills the room and which one empties it, per site and per shift.
The application and the data are hosted on servers in Germany. Two limits are worth knowing before you plan around us. Special categories of personal data under Article 9 GDPR must not be collected in Let's Meet, so a registration field is the wrong place for anything of that kind.
Usually not, and for a works meeting they never do, because attending is a right rather than something people sign up for. The reply is there for your planning: you know in advance how large the room needs to be, how much catering is required and how many people will join online. Word the invitation as a reply for planning purposes and not as compulsory registration.
Every event has a QR code that leads straight to the registration page. Put it on the notice board, next to the clocking-in terminal or on the payslip. Whoever scans it replies from their own phone, with no app and no password. You can also mark the email field as optional, in which case a reply works without an address at all. The trade-off: those people cannot be sent anything later, including a joining link or a change of room.
Create one event per site, shift or department from the same event template. Each one has its own time, its own location and its own attendee list. Because they all come from the same template, you can evaluate them as a group afterwards and compare the response rate per site side by side.
The free version allows up to 100 people per event. From the basic package upwards that ceiling disappears and the only limit is your monthly allowance of invitations and registrations. For a company with several hundred employees and four company-wide meetings a year, that is the level that fits.
From Premium Lite you check people in at the door by QR code. The check-in status arrives as its own sheet in the Excel export, next to the replies and the registration data. The promise and the actual attendance are therefore documented separately from each other.
The attendee list is visible only to whoever has access to the account or to the administration link for the event. On top of that, you decide when you create the event whether participants themselves can see the guest list and the current number of attendees. If the works council issues the invitation, the list stays in its hands.
Yes, the procedure is the same: invitation to the distribution list, reply online, attendance recorded on the day. What matters additionally for a works council is that the application and the data are hosted on servers in Germany and that the data processing agreement under Article 28 GDPR is available for download.