What is a meeting template? How to create a meeting template?

TABLE OF CONTENTS

• What is a Meeting Template?
• How to create a meeting template?
• What details have to be specified in the meeting template customization?
• How to edit a meeting type?
• How to delete a meeting template?

NOTE: This feature is available only to users on the 'Advanced' subscription plan.

Pre-requisite: You must have created an organization in Leadmonk to make use of Inbound Router features.

Below diagram shows the relationship between inbound router and other objects.

What is a Meeting Template?

• Meeting template lets you easily pre-configure your meeting settings for faster meeting scheduling.
• You can make settings such as meeting name, description, meeting duration, meeting location (Video or in-person), preferred availability, lead time, invitee questions, reminders, etc. in the meeting template.
  
• Meeting templates are same as meeting types. Meeting templates are used only in meeting queues.

How to create a meeting template?

This guide will walk you through the process of setting up meeting template.

Step 1: Access the Event Types Page

Open the Leadmonk app and navigate to the 'Router => Meeting templates' page.

Look for the option to create a new meeting template, usually denoted by a '+ Create new' button. Click on it to proceed.

Step 2: Provide Meeting Details

In the next popup window, you will be prompted to specify the meeting details. Enter the meeting name, description, duration, and location information in the respective fields. Once you have filled in the necessary information, click on the 'SAVE' button to create the meeting template.

After creating the meeting template, you can further customize its details based on your specific requirements (refer below for this). 

What details have to be specified in the meeting template customization?

Meeting Info Section

• Meeting Name - Event type lets you easily pre-configure your meeting settings, and then reuse these settings for faster meeting scheduling. Enter a name for meeting template.

• Description/Instruction - Specify description of your meeting type. This is an optional field.

• Duration - Define how long your meeting will be. You can specify up to 8 durations here. With this option, you can give multiple meeting duration options to your invitees to let them specify their preference at the time of meeting booking.

• Location Preference - Enter the location where the meeting will take place. It can be Google Meet, MS Teams, Zoom, or a phone number for invitee(s) to call you or a physical address where you want to meet. You can give multiple location options to the user to select his/her preferred choice at the time of booking appointment.

• Invitee to book a meeting providing - Set how you want your invitees to book an appointment with you using any one of the following options – 
  • Email 
  • Mobile number 
  • Email & Mobile number

Availability Preferences Section

• Date Range - Set a range of dates when you can accept meetings. User can specify any of the below options:
  • “XY number of days into the future” -> rolling calendar days
  • Within a date range
  • Indefinitely into the future

• Show Availability in increments of - The frequency of available time slots for invitees. Start time increments are fixed and are only available up to every 120 minutes. If you need to set specific available start times, we suggest you set intervals or time frames when you are available to take a meeting. 

• How much heads up should invitee give - The minimum lead time that is required before a meeting can be scheduled and helps prevent last-minute meetings. Your invitees will only be offered a time frame that is outside of this time.

• How much buffer time to add before or after your meeting - If you want to avoid back-to-back meetings, add buffer time before or after your meetings in Leadmonk. Buffers are extra time that can be added before and/or after a meeting. This can be helpful if you want extra time to prepare before a meeting or post appointment work. The buffer time before or after any appointment will be marked as busy, so people can't book your time then. This means you can prep for the next appointment...or just get some coffee. Buffers are meeting template specific so you can tweak and optimize buffer settings for each of your meeting templates. Check this help page to know more.

• Maximum allowed meetings per day for this meeting template - You will need some concentrated work from time to time, so you may want to limit the number of appointments you schedule every day. To accomplish this, set up the meetings limit as shown below. You can specify a number in the below specified field and it will no longer be possible for your day to have any more than that number of meetings using that meeting template. Check this help page to know more.

Invitee Preferences Section

• Scheduling Page Language - Here you can choose the language for your booking page. Localize the scheduling experience for your clients with booking pages in 14 languages. Read more.

• Invitee name input format - Here you get 2 options - "Name" and "First Name, Last Name". This is mainly to collect invitee name on the booking page as part of appointment booking. If you choose Name

If you choose 'First Name, Last Name' option, this is how your booking page is shown:

If choose 'Name' option, this is how your booking page is shown:

• Invitee can add additional guests - If this is YES, then invitees can specify additional email addresses as guests while booking a meeting. This option works only with email address based meeting bookings.

• Invitee Questions - Get all the info you need from invitees before the meeting. Choose from a variety of field types including text, checkbox, radio button, and dropdown. You can add any number of invitee questions. You can also mark whether a question is mandatory or not. You can also reorder questions. Read more.

• Fix the time zone to use in the scheduling page - Set this field to YES only for in-person meetings. Otherwise invitees will see your availability in their time zone and it may confuse them for in-person meetings which is going to happen in host time zone.

• On booking confirmation - You can redirect your customers to an external URL upon meeting confirmation. Here you can specify your website URL to be redirected.

• Restrictions on Rescheduling and Cancellation - By default, invitees have the ability to reschedule or cancel meeting any time before the start of the meeting. However, you now have the flexibility to customize this behavior to meet your specific requirements.

There are four options available to modify the standard behavior of rescheduling events:

• Default: Events can be rescheduled anytime before the start of the event.
• Can Never Reschedule: Events cannot be rescheduled at any time.
• Before Event Starts: This option allows you to specify a timeframe in minutes/hours/days to allow rescheduling before the event start time. For example, selecting "1 hour before event start" would allow events to be rescheduled up to 1 hour before the start of the event.
• After Event Starts: This option allows you to specify a timeframe in minutes/hours/days to allow rescheduling after the event start time. For example, selecting "1 hour after event start" would allow events to be rescheduled until 1 hour after the start of the event.

Similarly, there are four options available to modify the standard behavior of event cancellation:

• Default: Events can be cancelled anytime before the start of the event.
• Can Never Cancel: Events cannot be cancelled at any time.
• Before Event Starts: This option requires you to specify a timeframe in minutes/hours/days to allow cancellation before the event start time. For example, selecting "1 hour before event start" would allow events to be cancelled up to 1 hour before the start of the event.
• After Event Starts: This option requires you to specify a timeframe in minutes/hours/days to allow cancellation after the event start time. For example, selecting "1 hour after event start" would allow events to be cancelled until 1 hour after the start of the event.

Please note that any changes made to these reschedule and cancellation fields will only apply to newly booked events.

Notification Preferences

Reduce no-shows and keep meetings top of mind with reminders for your invitees. Invitees can specify whether they want to receive meeting updates as SMS or WhatsApp message.  In this section, you can make use of either system default notifications or workflows.

• Default notifications: You can specify any number of reminders (e.g.: 1 day before, 1hr before etc..). You can also specify what kind of reminder you want to send and when (e.g.: Email reminder 1hr before and text reminder 30min before). Check this page to know more.

• Workflow is an automation that is triggered throughout the meeting lifecycle, from the time a meeting is scheduled all the way through your follow-up with attendees. Send an email or text to your invitees when a meeting is scheduled, rescheduled or canceled. Send custom email/sms reminders before the meeting and send thank you or follow up email/text upon meeting completion. Check this page to know more.

When a customer schedules a meeting with you through our platform, we will automatically send both you and your invitee a notification with all the booking details.

By default, Leadmonk offers two types of notifications to choose from:

1. Calendar Invitation (most common)
2. Email Confirmation

Both options provide detailed information about the booking, including date, time, location, and any additional notes or instructions. By clicking on the highlighted button, you can switch from calendar invitation to email confirmation notification. Check this help page to know more.

How to edit a meeting template?

To modify the details of a meeting template, click the "Edit" icon highlighted in red circle to proceed with editing the meeting template. 

How to delete a meeting template?

To delete a meeting template, click the "Delete" icon to proceed with deleting the meeting template. 

NOTE: Standard behavior is, a meeting can be rescheduled or cancelled any time before the start of (start date & time) the meeting. Post that it’s not possible. This standard behavior can be changed using the setting available in Invitee preferences section.

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• What is a meeting queue? How to create a meeting queue?
  
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