Stakeholders and invites
Use stakeholder-proposed slots
Allow specific stakeholders to suggest alternative times from the invitation page, then review the 'Stakeholder slot proposals' panel to accept, decline, or message back without leaving the project.
Step by step
- 1
Enable proposals at the project level
When creating or editing the project, enable 'Allow stakeholder slot proposals' in the slot configuration section. This unlocks the feature for the project.
- 2
Grant per-stakeholder permission
For each stakeholder who should be allowed to suggest times, toggle 'Can propose slots' in the project stakeholders list. Others will see availability voting only.
- 3
Send the invitations
Send invitations as usual. Permitted stakeholders see an additional 'Suggest a time' control on the response page in addition to the vote matrix.
- 4
Review proposals as they arrive
Open the 'Stakeholder slot proposals' panel on project detail. Review proposer, time, and note, then click Accept to add it to the project or Decline to dismiss it.
- 5
Close the loop
Use the project Messages tab to acknowledge the decision when context matters, then continue toward selecting the working slot once enough Available votes line up.
Guide details
How proposals work
Stakeholder slot proposals turn the response page into a two-way conversation about timing. They are useful when you don't have full visibility into participants' calendars but you still want to keep coordination in one place.
- Enabled by combining project toggle + per-stakeholder permission.
- Proposed slots respect the project timezone.
- Each proposal carries an optional note from the stakeholder.
- Accepting a proposal promotes it into the official slot list.
- Declining records the decision without adding a slot.
Coordinator remains the gatekeeper
You stay in control. Coordinators are the only ones who can promote a proposal into a real slot, which prevents schedule drift while still capturing useful availability signals.
FAQ
How do stakeholder-proposed slots get enabled?
Two toggles must align: the project-level 'Allow stakeholder slot proposals' and the per-stakeholder 'Can propose slots' permission set when the stakeholder is added to the project.
Where do proposed slots show up?
Proposed alternatives appear in the 'Stakeholder slot proposals' panel on project detail. Each one shows the proposer, start/end, optional note, and an Accept or Decline action.
What happens when I accept a proposal?
Accepting a proposed slot adds it to the project's official slot list so other stakeholders can vote on it. The original proposer is automatically counted as Available for that slot.
What happens when I decline a proposal?
Declining records the decision and removes the proposal from the active list. Stakeholders can be told why through the project Messages tab if context helps.
When should I leave the toggle off?
Leave it off for tightly-controlled scheduling or panels where slot drift would be disruptive. Turn it on when the candidate window is genuinely flexible and outside suggestions are likely to help.