Meeting types

Meeting Types are appointments that you hold regularly. With Meeting Types, you bundle all settings such as duration, buffer times, or the meeting channel. Additionally, you can personalize notifications, adjust the calendar invitation, and add fields to the form.

Create a Meeting Type for each of your regular appointments and optimize your workflow! Here are commonly used Meeting Types:

• Initial consultation
• Advisory meeting
• Product demo
• Technical support
• Coaching session

Meeting Type types

Through the Meeting Type overview, we can edit Meeting Types by clicking on them, or create a new one by clicking the "New" button. When creating Meeting Types, there are the following presets:

• One-on-one: One host with one participant
• Group: One host with a group of participants. Each time slot can be booked by multiple people.
• Co-hosts: Multiple hosts with one participant. All hosts must be available for an appointment (the combined availability is displayed).
• Round-Robin: Rotating hosts with one participant. Appointments are distributed in order to available hosts in the queue.

The setting options are the same for each Meeting Type. The difference with Co-hosts and Round-Robin Meeting Types is that instead of a single

What event is this?

In the "What event is this?" tab of the Meeting Type, you can make basic settings.

• Title: Enter a meaningful title for your Meeting Type.
• Description: Add a description to explain the purpose of the Meeting Type.
• URL: This is where the unique URL for your Meeting Type is generated, which you can share.
• Location: Determine where the meeting should take place. We offer a range of online meeting providers, on-site meetings, or phone calls. You can also insert your own link ("Custom")

When can people book?

Here you adjust when the Meeting Type can be booked.

• Date range: Choose the period in which you can accept appointments for this Meeting Type.
• Duration: Select the duration of the Meeting Type. You can specify a fixed duration or allow a flexible length.
• Availability: Choose the availability to be applied to this Meeting Type. You can also apply availability to multiple Meeting Types. You can set up availability separately. For a Co-hosts or Round-Robin Meeting Type, you can also select here whether availability is applied to all hosts or each host's own availability.
• Buffer before the meeting: Specifies how much time in your calendar must remain free before a meeting. For example, if you're blocked from 12 to 1 PM and select 15 minutes here, your next available time slot is at 1:15 PM.
• Buffer after the meeting: Like "Buffer before", but keeps time free after meetings.

To offer duration selection, you can switch to Flexible Duration.

In the additional options, you'll find the following settings:

• Incremental start time: Determines which time slots are displayed on your booking page, starting from the first available slot. If you choose 30 minutes, for example, the slots shown will be 12:00, 12:30, 1:00, 1:30, etc.
• Lead time: Specifies how close in the future a new booking can be made. If you specify 2 hours, for example, no free slots will be shown that are not at least 2 hours in the future.
• Limit booking frequency: Determines how often you can be booked per time interval. If you choose "1 per day", for example, a particular day can only be booked once before it's shown as unavailable.

Hosts & invitees

For One-on-one and Group Meeting Types, the host is visible here. For Co-hosts and Round-Robin Meeting Types, the queue is displayed instead.

Queue Principle

The queue rotates through each entry after every booking.

An entry in the queue can be a single user or a group of users. On the booking page, all slots are shown as available if at least one entry in the queue is available. The appointment is then distributed to the next entry in the queue. If the entry is not available for the selected time slot, it is skipped and the next entry in the queue is checked.

Learn more about Round-Robin Meeting Types here.

• Allow participants to add guests: Give participants the option to invite guests via email during the booking process.

Invitee Questions

• Show booking form at the beginning: Decide whether the booking form should be displayed at the beginning of the booking process.
• Use custom form: Use a custom form that is displayed during the booking process.

Workflows

Here you can link a workflow to the Meeting Type to automate notifications to hosts and participants. Learn more about workflows here.

Communications

Here you can easily personalize notifications and activate simple reminders or follow-ups.

Confirmation page

• Redirect after booking: Redirect the user to an external page after booking.
• Hide action buttons: Hide buttons for rescheduling and canceling on the confirmation page.
• Add button on confirmation page: Configure a button that opens a specific link.

Advanced

• Compact booking page: Enable this option to display the booking form and time selection more compactly. On mobile devices, the booking page is automatically displayed compactly.
• Group booking: Allow multiple people to book the same appointment. Specify in the slots how many people can book the same time slot.
• Display company logo: Show the company logo instead of the user photo on the booking page.
• Customize languages: Determine which languages are used on your booking page and in your notifications.
• Custom calendar invitation: Customize the calendar invitation that appears in the calendars of participants and hosts.

Updated on: 25/06/2024