Documentation

Kairobot finds a time that works for a group. You invite people, they mark the times they can make, and Kairobot confirms a time and tells everyone.

1. Create an account with your email or Google. Every new account starts a 14-day free trial with everything included and no card required.
2. Choose what you are organizing: One meeting, Recurring, or Multi-round (tournaments, leagues and pairings).
3. Add the people you want to invite by email address or phone number. They do not need an account.

Your screen language is set per device from the menu in the app bar. The language your guests receive messages in is set separately under Settings.

A one meeting finds a single time: a team meeting, a dinner, a 1:1 or an offsite. The wizard has four steps.

Each guest receives a private link by email or text. They mark the times they can make on any device and send their answer. After that their page is read-only, with a button to tell you if their plans change.

Templates set sensible defaults: a 1:1 does not ask again automatically, and a team outing is good enough at 75 % with five days to answer. Every setting stays editable.

Kairobot looks for a time as soon as everyone has answered, or when the answer deadline passes, whichever comes first.

• Answer deadline. By default three days after you create the event, or one day before the dates start if that is sooner, and never less than six hours. You can pick your own date. Guests who have not answered get a last reminder twelve hours before.
• Good enough. By default a time must suit everyone in groups of up to six, and three in four guests in larger groups. You can set your own minimum as a number of people or a percentage.
• Must-attend guests. A time is only confirmed if every guest marked ☆ can make it.
• Never in the past. Times that have already passed are never proposed.

When a good-enough time exists, Kairobot confirms the earliest one with the most people, or emails you the best options to approve.

When none exists, Kairobot asks again — once:

1. Round 2. Only the people blocking the best time are asked, each with the best times they cannot already make suggested. Must-attend guests who never answered are asked too. They have 48 hours. You receive an email saying who was asked.
2. Your call. If round 2 still finds no time, you receive “needs your call” with the best options and three choices: confirm the best time anyway, add a week and ask everyone once more, or cancel. Kairobot never starts a third round on its own.

If you turn off “ask again”, the first failed round sends you the best options instead, and you can ask specific guests for new times yourself, with suggested times and a note. A second failure sends “needs your call”.

Answers that arrive after a round has closed are still counted. If they produce a time, it is confirmed as usual.

In approval mode, if you have not approved a time after 24 hours you get a reminder, and a last call when the best time is less than a day away. If every proposed time passes, Kairobot looks again.

• Confirmation. Everyone who answered receives the time, the place and how many can make it, with an Add to calendar button and a calendar file attached to emails.
• Reminder. Everyone is reminded the day before.
• Plans change. A guest can press “Can’t make it?” on their confirmation. You receive an email with a link to the event.
• Reschedule. Choose whose plans changed and add a note. The confirmed time is dropped and never proposed again, everyone’s answers are kept, and only the people you chose are asked. Everyone else is told the time is off and their calendar entry is removed. The new round has at least 24 hours.
• Adding guests later. People added after the time is set receive the confirmation instead of an invitation.
• Cancel. Everyone invited is told, and calendar entries are removed.
• Delete. The event and everything in it is erased. Guests are not told, so cancel first.

A recurring event repeats on a rhythm: every week, every two weeks or every four weeks, on the days you choose.

• Ten days before each date, everyone on the list receives a fresh link for that date.
• Answers are due three days before the date.
• Each date goes ahead when your minimum number of people can come. Set 0 to require everyone who answers.
• There is no second round: each date is confirmed with whoever can make it.
• The series ends on its own when its date range is over.

A multi-round program turns a roster into a schedule of matches or sessions. Formats:

1. Each participant receives one personal page. They set their weekly availability once, plus any exceptions, and can change it at any time.
2. Kairobot schedules every match so both sides are free, nobody is double-booked, and no more matches run at once than you have courts or rooms. It confirms them or holds them for your approval.
3. Both sides are told the time and reminded the day before.
4. You enter results. The next matches are scheduled immediately, and brackets and standings update. If a result is missing after a match, you get one reminder.

When a match has no common time, the participants who block it are asked to update their availability, at most twice and two days apart. If it still has no time, you receive one “needs your call” email for it. When every court or room is taken, the match waits until you add capacity or more days.

Guests with an email address receive emails; guests with a phone number receive text messages. You always receive email.

• No account. Guests act through their private link. Each new message carries a fresh link, and links expire 14 days after they are sent or a week after the dates end.
• Languages. Guests receive messages in the language set under Settings: English, Deutsch, Ελληνικά, Español, Français, Italiano, Nederlands, Polski, Português or Türkçe.
• Time zones. Times are shown in the event’s time zone. Guests elsewhere see a note naming both zones.
• Text messages. Texts come from “Kairobot” and cannot be replied to. They are sent to numbers in the EU, the EEA, the UK, Switzerland and Türkiye.
• Privacy. You decide whom to invite; Kairobot processes their details only to schedule your events. Guests see display names, never other people’s email addresses or phone numbers. See the privacy policy and the data processing agreement.

• Plans. €29 a month or €290 a year, VAT included, after the free trial. Every feature is included. Guests never pay.
• Subscription. Creating events and inviting people requires an active trial or subscription. Manage or cancel it under Billing; it runs to the end of the paid period.
• Closing your account. Settings → Close account deletes the account and everything in it at once.
• Retention. Events are deleted 12 months after they end. Accounts without a paid plan that are unused for 24 months are deleted, with a warning 30 days before. Backups are kept for 14 days.