Duplicate Meetings Booked

Symptom

A prospect has multiple meetings booked at different dates and times after a user sends an email that includes proposed meeting times in the body.

Applies To

• Meetings
• Proposed Times
• Prospects
• Users

Resolution

This booking activity is the result of email scanning software that clicks each link in the email, which books a meeting for each proposed time. Outreach cannot prevent this, and there is no way to determine whether a prospect has an email scanning system in place. Proposed times remain a supported way to offer options to prospects. To avoid duplicate meetings, use one of the following instead:

• Send the prospect your Outreach calendar link so the prospect selects a single time.
• Create the meeting for the specific date and time.

Cause

The prospect's IT admin has configured email security or spam settings that scan incoming emails and automatically click every link in the body. When an email contains proposed meeting times, the scanner clicks each time link, and each click books a meeting at that date and time.