If you’re juggling lots of outreach—think sales, recruiting, client check-ins, or even just team 1:1s—you know that scheduling meetings can eat up your day. Copy-pasting calendar links, fiddling with invite text, and sending batch emails by hand is a slog. Not to mention it’s easy to make mistakes that come off as impersonal.
Enter Mixmax. It’s a Gmail add-on that promises to help you send personalized meeting invites in bulk, right from your inbox, using calendar links and mail merge. But how well does it actually work? This guide walks you through setting it up, shows you what’s actually useful, and points out a few pitfalls to watch for.
Who This Is For
If you’re:
- Sending meeting invites to dozens (or hundreds) of people at once
- Want each invite to feel personal, not like a mass blast
- Using Google Calendar and Gmail (Mixmax is built for this combo)
- Looking for something that won’t bog you down with a steep learning curve
This is for you.
What You’ll Need
- A Mixmax account (free is fine for basic stuff, but bulk sending and some calendar features are paid)
- Google Calendar and Gmail
- A spreadsheet (CSV or Google Sheets) with your recipients and any custom info you want to include (like names, company, etc.)
Step 1: Set Up Your Mixmax Calendar Link
First, you need a calendar link—this is what people will click to pick a time with you. Mixmax calls these “Calendar Links,” and they’re like mini booking pages.
How to do it:
- Open Gmail. Click the Mixmax icon and go to “Calendar” in the sidebar.
- Click “Create Calendar Link.”
- Set your availability—pick days, times, meeting length.
- Set meeting location (Zoom, Google Meet, phone, etc.).
- Add a short description—what’s this meeting about?
Pro Tips:
- Make a separate calendar link for each meeting type (sales call, intro chat, demo, etc.).
- Use buffer times between meetings. You’ll thank yourself.
- Don’t try to make one link fit every use case. It gets messy.
Step 2: Build Your Recipient List
Bulk scheduling only works if you can personalize at scale. That means having a spreadsheet with the right info.
What to include:
- Email address (obviously)
- First name (for personalization)
- Any other details you want to use in your email, e.g. company, role, custom note
Example:
| Email | First Name | Company | Custom Note | |-------------------|------------|-----------|-----------------------| | jane@acme.com | Jane | Acme | Loves cats | | bob@widgets.io | Bob | Widgets | Prefers mornings |
You can use Google Sheets or a plain CSV file. Just make sure your headers match what you’ll use in the email template ({{First Name}}, etc.).
Step 3: Create a Personalized Email Template
Now, write the message you’ll send. Mixmax uses “mail merge” to drop in custom info for each person.
How to do it:
- In Gmail, click “Compose” and choose “Mail Merge” from the Mixmax tools.
- Draft your message. Use double curly brackets to insert columns from your spreadsheet. Example:
Hi {{First Name}},
I’d love to connect with you about {{Company}}. Here’s a link to book a time: {{Your Calendar Link}}
{{Custom Note}}
- Insert your Mixmax calendar link:
- Click the Mixmax icon in your compose window.
- Choose “Insert Calendar Link” and pick the one you made earlier.
- This drops a clickable booking button or link right into your email.
What works: - Short, direct messages get more responses. - Mention something specific to the person if you can (even just their company).
What doesn’t: - Overly generic “I’d like to set up a call” emails get ignored. - Don’t try to cram your whole pitch into the invite—keep it focused on booking.
Step 4: Launch Your Mail Merge
Here’s where the magic happens—sending a bunch of personalized invites at once, each with its own calendar link and custom info.
How to do it:
- In the mail merge window, upload your CSV or connect to Google Sheets.
- Map the columns in your file to the merge fields in your email.
- Double-check your preview. Seriously—look for weird formatting or broken fields.
- Pick when to send: now, or schedule for later.
- Hit send.
Honest Take: - Mixmax’s preview feature is your friend. If it looks funky there, it’ll look funky to your contacts. - There’s a daily send limit, depending on your Mixmax plan and Gmail restrictions. Don’t try to blast 10,000 emails at once.
Things to Ignore: - Don’t bother with “open tracking” on invites—it doesn’t tell you much, since most people open but don’t respond right away. - Avoid adding unnecessary Mixmax “enhancements” like polls or surveys unless you need them. They clutter the invite.
Step 5: Track Bookings and Follow Up
After you send, you’ll want to know who actually booked a meeting and follow up with those who didn’t.
Mixmax helps by:
- Notifying you in Gmail when someone books via your link
- Updating the status of invites in your Mixmax dashboard
What’s good: - Mixmax automatically prevents double-booking. - It syncs with Google Calendar, so no juggling multiple calendars.
What’s not: - Some folks still won’t book. Their loss. - Mixmax follow-up reminders are decent, but don’t expect them to do your job for you. If a meeting matters, send a personal nudge.
Extra Tips for Real-World Use
- Test on yourself first: Send a few invites to your own email to see how it looks and works.
- Don’t over-automate: If you care about the relationship, tweak your message even in bulk. Automation should help, not replace, the human touch.
- Be mindful of time zones: Mixmax does a fair job converting times, but double-check if your contacts are spread around the globe.
- Keep your calendar updated: If you block out time last-minute, update your Mixmax calendar links, or you’ll get booked when you’re not really free.
What Mixmax Gets Right (and Where It Falls Short)
What works: - Saves a ton of time versus manual invites. - Keeps things personal—if you use mail merge well. - You can see who’s engaging and follow up smartly.
Where it’s meh: - If your workflow is super custom (e.g., multiple meeting types for each recipient), you’ll need to get creative or do more by hand. - Paid plans can get pricey if you only use Mixmax for calendar links. Make sure you’re getting value from other features.
Wrap-Up: Keep It Simple, Iterate as You Go
Bulk scheduling doesn’t have to mean spammy or cold. With Mixmax, you can send a lot of invites and still sound like a person. Start simple—set up one calendar link, send a test batch, and tweak as you learn what works for your audience. Don’t get lost in the weeds with every bell and whistle. Focus on making it easy for people to say yes.
If it feels like too much? Just go back to one-on-one for the most important meetings. Automation should serve you, not the other way around.