Insert Availability is the supported way to send a meeting request in current Salesforce. An admin enables the pieces, then a rep sends the request from their email. Here is the setup-and-send path.
- Turn on the integration
In Salesforce Setup, open the Outlook Integration or Gmail Integration settings and enable the integration. This is the side-panel foundation that everything else builds on.
- Assign Inbox to the rep
Insert Availability is an Inbox feature, not part of the base integration. Assign the Inbox permission set or permission set license to the users who need to send meeting requests.
- Configure Einstein Activity Capture
Set up Einstein Activity Capture so booked events sync back to the activity timeline. Without this, meetings book in the personal calendar but never reach the Salesforce record.
- Send the request from email
The rep composes a reply, opens the side panel, chooses Availability, clicks open time slots, sets a title and duration, and sends. The recipient picks a slot and the event books automatically.
The host environment for the side panel where Insert Availability appears. Enable and assign it before anything else.
The paid productivity layer that actually provides the Insert Availability feature. Included in some editions, an add-on for others.
The calendar sync engine that returns the booked event to Salesforce and onto the related record's timeline.
Each rep authorizes Salesforce to read their Microsoft or Google calendar so proposed slots reflect real availability.
- The base Gmail or Outlook Integration alone does not include Insert Availability. You need Salesforce Inbox on top of it.
- If Einstein Activity Capture is not configured, booked meetings will not appear on the Salesforce record, which reps read as the feature being broken.
- Double-check time zone and duration before sending a cross-region invite, since the recipient sees times rendered for their own context.
- Do not design new workflows on the Salesforce for Outlook New Meeting Request button. That product retires in December 2027.