Setting Up a Group Meeting with Multiple Hosts

Our group meeting feature allows you to create a booking page where multiple hosts are scheduled together. This is ideal for scenarios like:

• Panel interviews where several team members need to be present
• Group sales calls with multiple account representatives
• Team presentations where several experts contribute

This guide will walk you through setting up a booking link that displays only slots where all hosts are available at the same time.

Set up a group meeting type

Creating a group Meeting Type ensures all your team members are automatically scheduled when someone books an appointment:.

1. Log in to your meetergo account and go to Meeting Types
2. Click "New" to create a new Meeting Type
3. Choose "Collective"
4. Enter a title and description for the event type, specify the location, and then click "Publish"
5. Go to the "Hosts & invitees" tab
6. Click "Create Group"
7. Remove all other entries so that only one group is in the Round Robin Pool
8. Add all the hosts you want to participate to the group

When an invitee books a time slot, all hosts in the group will be automatically scheduled for the meeting. This ensures everyone can attend without any risk of double-booking or scheduling conflicts.

Customizing Your Group Meeting

After setting up the basic structure, you can further customize your Meeting Type to suit your specific needs and create the best experience for your attendees:

• Duration: Adjust the meeting duration to accommodate multiple speakers and ensure there's enough time for everyone to contribute effectively.
• Buffer: Set up buffer times before and after the meeting to allow hosts to prepare, join early, and debrief afterward without rushing to other commitments.
• Communitions: Configure notification settings to keep all hosts informed of new bookings, changes, and cancellations, ensuring everyone stays in the loop.

Next, you can further customize your meeting type. Remember to communicate with your co-hosts about the purpose and structure of these group meetings to ensure a smooth experience for your attendees.

Share Your Booking Link

Once you've set everything up, you can easily share your booking link or embed it in your website.

FAQ

What happens if one host becomes unavailable after a booking is made?

If a host becomes unavailable after a booking is confirmed, they should update their calendar to reflect the conflict. The meeting will still proceed with the remaining hosts, but it's best practice to notify attendees of any changes to the host lineup.

Can I have different groups for different types of meetings?

Yes, you can create multiple group Meeting Types, each with different host combinations. This allows you to have specialized teams for different types of appointments, such as technical demos versus sales presentations.

How does meetergo determine available time slots for group meetings?

meetergo only shows time slots when ALL hosts in the group are available. The system checks each host's calendar and availability settings to find times that work for everyone simultaneously.

Can hosts join a group meeting remotely while others are in person?

Absolutely. Group meetings work with any meeting format - whether all hosts are in the same location, joining remotely, or using a hybrid approach. Just configure your meeting location settings accordingly.

Updated on: 15/08/2025