Double Opt In (DOI)

Double opt-in adds an email confirmation step to your booking process. When enabled, attendees must confirm their booking via email before it's finalized. This helps ensure data privacy compliance and gives attendees an explicit way to agree to the booking and any associated data processing.

How to Enable Double Opt-In

For All Meeting Types

1. Go to Organization Settings
2. Find the "Require attendees to confirm bookings (Double Opt-In)" setting
3. Toggle the switch to enable it for all Meeting Types
4. Don't forget to save

For Individual Meeting Types

1. Go to your Meeting Types
2. Select the Meeting Type you want to modify
3. Go to the "**Advanced" **tab
4. Enable the "Require attendees to confirm bookings" option
5. Save your changes

When to Use Double Opt-In

Double Opt-In is particularly valuable for:

• Meeting legal requirements in countries that mandate explicit marketing consent
• Industries handling sensitive information that need extra verification
• Organizations with specific compliance requirements
• Reducing no-shows by adding an extra confirmation step

Not every organization needs Double Opt-In. If you don't handle sensitive data or require marketing consent, you might prefer a simpler booking process.

How Double Opt-In Works

1. An invitee selects a meeting time and enters their information
2. The time slot stays available until confirmation
3. The invitee receives a Double Opt-In email with a confirmation link
4. Once confirmed, the appointment is created and calendar syncs are updated

DOI Audit Trail Export

meetergo automatically records a complete audit trail of every Double Opt-In booking for legal compliance. This feature helps you meet requirements from courts like the LG Köln ruling, which requires proof that the same person made the booking request and clicked the confirmation link.

What's Recorded

For each DOI booking, meetergo captures:

• Booking Request: Timestamp, IP address, and browser information when the attendee submitted the booking
• Email Sent: When the confirmation email was sent to the attendee
• Confirmation: Timestamp, IP address, and browser information when the attendee clicked the confirmation link
• IP Match Analysis: Automatic comparison showing whether the booking request and confirmation came from the same IP address

How to Export the Audit Trail

1. Go to Organization Settings
2. Scroll down to the DOI Legal Proof Export section (only visible when Double Opt-In is enabled)
3. Enter the attendee's email address
4. Click Fetch Audit Trail
5. Review the timeline of events and IP match analysis
6. Click Download JSON to save the complete audit trail

IP Address Privacy

To comply with GDPR, meetergo handles IP addresses carefully:

• First 30 days: Raw IP addresses are stored for exact matching
• After 30 days: IP addresses are automatically hashed using HMAC-SHA256. The hash still allows matching (proving same person), but the original IP cannot be recovered
• Hash comparison: Even after hashing, the audit trail shows whether the IPs matched

Understanding the IP Match Analysis

The export shows one of three match types:

• Exact Match: Both the booking request and confirmation came from the same IP address (strongest proof)
• Hash Match: IPs were already hashed but the hashes match (still valid proof after 30 days)
• No Data: IP information wasn't available for comparison (older bookings before this feature was enabled)

Customizing the Double Opt-In Email

1. Log in to your meetergo account and go to Email Templates
2. Create a new email template and select the "Company-DoubleOptIn"** **Template as a preset
3. Save the template
4. Click on "Select default emails" and set the created template as the default template for the "Company - Double Opt In Template"
5. You can now customize the template as needed
6. Save your changes

FAQ

Can I use both Double Opt-In and Host Approval?

Yes, you can enable both features. The booking will need both the attendee's confirmation and the host's approval before being finalized.

Will Double Opt-In slow down my booking process?

While it adds an extra step, the process is automated and helps ensure more committed bookings. Most attendees confirm quickly through the email link.

Can I customize the confirmation deadline?

Yes, you can configure the booking request expiry time in the Privacy settings. The default is 72 hours, but you can adjust this to match your needs.

How long is the DOI audit trail stored?

The audit trail is stored permanently as part of your booking records. IP addresses are hashed after 30 days for privacy compliance, but the hash comparison still works for legal proof.

Can I export audit trails for multiple attendees at once?

Currently, you can export the audit trail for one email address at a time. Each export contains all DOI bookings for that specific attendee.