How to set up shared meeting types

TABLE OF CONTENTS

• Types of shared events
• Where to find your shared event types
  • Sharing the link to a shared event type booking page
  • When to use a team event type vs. a shared event type

Shared event types such as Round Robin and Collective are recommended to set up a quick meeting with your colleagues, yourself, and a customer. Shared event types let users collaborate without the need for an admin. Anyone part of the organization (workspace) in Leadmonk can create a shared event type such as round-robin and collective.

Types of shared meeting types

There are two kinds of shared meeting types you can create:

• A collective meeting type (multi-host meeting type) is recommended when an invitee needs to book time with several of your team members at one time. For example, a collective appointment would be great when a sales manager wants to schedule a product demo session with a client and wants to involve a pre-sales executive and a product manager from his team. The collective scheduling page shows appointment slots only when all team members (all hosts) are available. If any host is not available when the other hosts are, that time slot will not be shown as available. When an invitee schedules an appointment, all team members are added to the calendar meeting invite.

• A Round Robin meeting type lets you automatically distribute new meetings to team members, saving you the time of manually assigning them. The team members are placed in an order and are booked in that order. However, if one team member isn’t available, the next person will get booked, and so on. This lets you offer more availability to customers while managing your team’s workload more effectively. This is one of the best types of appointment scheduling for sales professionals, call centers, and support teams.

Where to find your shared meeting types

Once you create a shared meeting type, it will appear on your Home page below your individual meeting types so you can find and reuse them. Shared meeting types will appear for other users as well who are part of that shared meeting type. Once a shared meeting type has been booked, you can view it within Meetings.

• Anyone part of the shared event type can edit and modify that event type.
• Once a collective shared event has been scheduled, it will show up in your Meetings page.
• Once a round robin shared event has been scheduled, it will show up in the Meetings page of the assigned host. Assigned host is the only one that can modify and edit that scheduled appointment.

If you create a shared event type, you are automatically assigned as a host. Hosts can edit or remove themselves from the event they are assigned to. Use this procedure to add or remove additional hosts from a shared event type:

1. On your Home page, find the shared event type you want to edit hosts for.
2. Select the shared event type to edit.
3. Go to ‘Host Info’ tab.
4. Here click on "+ Add a Host" drop down (highlighted in green color box) to select the team member you want to add to the shared event type select.
5. To remove hosts from participating in the shared event, click on the delete icon highlighted in green color box.
6. Click 'Save' button to save the changes

Sharing the link to a shared meeting type booking page

Shared meeting types do not appear on your main booking page i.e. appointments directory page. To share booking link of your shared event type with invitees, click on 'Copy link' button highlighted in red color box on the shared event type, to copy its booking link.

When to use a team meeting type vs. a shared meeting type

Team meeting types

• are best used for standardized meeting types.
• can only be created and edited by org owner, org admin and team admin.
• are not shown on a personal booking page i.e. appointments directory page.
• are shown on a team booking page where invitees can choose which event type they'd like to book

Shared meeting types

• are best for collaboration with anyone in your organization
• can be created by anyone
• can be edited by any co-hosts of the shared event type
• are not shown on the personal booking page or team booking page

Other Help Pages

How to create organization (workspace) within Leadmonk

How to set up your team booking page

How to create organization level branding

How to set up shared event types

User roles and permissions