Group scheduling simplifies the process of coordinating multiple participants for meetings, ensuring efficiency and seamless synchronization. This feature aligns the availability of various team members, making it easier to find a mutually suitable time slot for collective or group bookings. By merging individual calendars, it eliminates scheduling conflicts and streamlines the booking experience.
This capability is especially useful in scenarios such as orchestrating sales calls that require both an account executive and a sales development representative (SDR), arranging technical support sessions that involve a customer support representative and an engineer, or conducting interviews where both a recruiter and a hiring manager need to be present.
Setting up a collective booking calendar is a simple process. Navigate to Calendars ➝ Calendar Settings, select “Create Calendar,” and choose “Collective Booking.” Then, enter key details such as the calendar name, participating team members, a custom calendar URL, and the meeting location. Once finalized, your Collective Calendar is ready to use.
A unique aspect of collective Booking is the concept of a ‘Primary Owner.’ This individual leads the appointment, acts as the appointment owner, and is assigned contacts if contact assignment is enabled. The primary owner is typically the first team member added to the collective Booking, but they can be changed as needed for greater flexibility and efficient team management.
Notification-wise, all team members are alerted when a contact books an appointment. This process ensures that everyone on the team stays informed about each appointment, fostering effective communication and collaboration.
Beyond these features, Collective Booking also offers payment functionality when enabled for the calendar. With this system, users must complete their payment before their appointment is officially booked. This approach guarantees a secure and efficient transaction process, ensuring a hassle-free and seamless booking experience for both users and customers.
Q: How many team members can I add to a single collective booking calendar
Answer: You can add up to 100 team members in a collective calendar, although please remember the more team members lesser the chances of finding available slots across all of them
Q: Would payments work in Collective booking?
Answer: Yes, payments would work for Collective Booking.
Q: Can I use collective booking for virtual appointments?
Answer: Collective booking can be used for virtual and physical appointments; please add the correct details in the Meeting location field.
Q: Can I remove a team member from an existing collective booking calendar?
Answer: You can remove any team member from the collective booking calendar except for the Primary owner. In case the team member you want to remove is a Primary owner, change the ownership from that user and then you would be able to remove the team member.
Q: I have changed the primary owner of the collective booking calendar, but for the existing appointment, I still see the old primary owner; why?
Answer: The details of the booked appointment would reflect based on the Calendar settings, which were there when the appointment was booked. Any appointment booked after the changes would start reflecting the changes.
Q: Is there a way I can change the Primary owner for an already-created appointment?
Answer: No, there is no way for users to change the details of an already booked collective appointment.
Q: Can I edit/reschedule a booked collective appointment?
Answer: Yes, you would be able to edit the details of the collective booking appointment. However, you could not change the team member details for the booked appointment.
Overview The Book Appointment action allows users to schedule new appointments at designated times within specified calendars. With this feature, appointments can be automatically created through workflows, responding to trigger events. This is especially useful for businesses aiming to streamline their scheduling process through automation. Example Use Case: When a form is submitted or an […]
Overview You now have the ability to add and monitor notes for specific appointments. All notes associated with an appointment are displayed in the Appointment Modal, allowing you to view contributions from multiple users. Moreover, these notes can be found in the Contacts & Conversations tab under the Notes section, providing a comprehensive record of […]
3. To customize the Calendar Settings, you can either click on the “Go to advanced settings,” or once the calendar creation is done, you can click on the Edit calendar which would take you to the advanced settings. Set Calendar Primary Owner In Collective Booking, the primary owner is the team member responsible for leading […]
Use Case Slot Intervals Slot Availability User Availability Interview Scheduling The time slots can be adjusted according to the length of the interview. Slots are only available when all the interviewers are free simultaneously. The system checks the availability of all interviewers. Team Meeting The duration of the meeting determines the slot interval. Slots are […]
Class Calendars are built to handle one-to-many events, allowing multiple participants to join a single session. They are perfect for workshops, webinars, training programs, and sports events. Each Class Calendar has a single appointment owner, usually the host or instructor. The available spots per session can be customized, with a maximum capacity of 9,999 attendees, […]
How Round Robin scheduling works When a Round Robin Event Type meeting request is received in the GHL, our system instantly checks the availability of all linked team members. Using configurable Round Robin logic, the GHL then assigns the meeting automatically. This eliminates the need for endless email exchanges to coordinate schedules! By minimizing the […]
Overview You now have the ability to assign specific team members to appointments using a round-robin calendar. Plus, you can customize preferences for both rescheduling and new appointments. Reschedule Preference: Choose who the appointment should be assigned to when a contact reschedules using the booking widget. New Appointment Preference: Choose whether new appointments should always […]
Step 1: Setting up a Round Robin event: Step 2: Adding Team Members Step 3: Distribution Logic
What’s New? Now, with the rich text editor, you can elevate your calendar descriptions using a variety of formatting options. Explore the features available to you: These improvements allow you to emphasize key details, enhance readability, and create visually engaging calendar descriptions that align seamlessly with your brand. How to Use?