Collective Booking - Calendars
Collective booking enables attendees to arrange meetings with multiple team members at once. This type of Calendar allows multiple users to share a common calendar. When someone wants to schedule an appointment with team members, they can see available time slots based on the team members' combined availability in the collective booking calendar.
Ideal for scheduling:
- Dynamic sales call with an executive and an SDR
- Technical support call with a customer support representative and an engineer
- Insightful interview with a recruiter and a hiring manager
How to Create a Collective Booking Calendar
- Go to Calendars > Calendar Settings
- Click on “Create Calendar”
- Select “Collective Booking”
Add the mandatory details for this Calendar:
- Calendar Name
- Select Team members (A minimum of 2 team members are required for a Collective Calendar)
- Custom URL
- Meeting Location - This is not mandatory but recommended. If no meeting location is added, then the Custom Meeting location for the primary owner would be taken as default.
- You can click on "Confirm," and your Collective Calendar will be created
Note: To customize the Calendar Settings, you can either click on “Advanced settings," or once the calendar creation is done, you can click on Edit Calendar, which would take you to the advanced settings
Primary Owner
A primary owner in Collective booking would be that team member who would lead the appointment. The primary owner would also be the Appointment owner, and if the contract assignment is enabled, then the contact would get assigned to the primary owner.
By default, the first team member added to the collective booking would be made the primary owner, and the primary owner in the Collective booking cannot be deleted.
Change Primary Owner -
To change the Primary owner:
- Go to Advanced Settings/Edit Calendar > Meeting Details
- You will see the option "Make owner" against all the team members who are not currently Primary owner
- Click on "Make owner" against the team member whom you want to make Primary Owner
- The owner would change as shown below and would be indicated with the "Owner" label next to them
Notifications
All the team members would be notified once a contact books an appointment. The content for the appointment notification remains the same and has no change. The contract would also be announced in the same manner as it's done for the existing calendars, which no change in the content.
Payments
Payments would continue to work for Collective Booking if enabled for the Calendar, where the user would have to make the payment first, and once the payment is confirmed, the appointment would be booked.
FAQs
Q: How many team members can I add to a single collective booking calendar
A: You can add upto 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?
A: Yes, payments would work for Collective Booking
Q: Can I use collective booking for virtual appointments?
A: Collective booking can be used for both virtual and physical appointments; please ensure to add the correct details in the Meeting location field
Q: Can I remove a team member from an existing collective booking calendar?
A: You can remove any team member from the collective booking calendar except for the Primary owner. If the team member you want to remove is a Primary owner, change the ownership from that user, and then you can 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?
A 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?
A: 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?
A: Yes, you could edit the details of the collective booking appointment. However, you could not change the team member details for the booked appointment.