Collective Booking – Calendars
Collective Booking allows attendees to schedule meetings involving multiple team members simultaneously. It aggregates the availability of multiple users into a shared calendar, making it easy to find common time slots for appointments involving different participants.
Use Cases:
A dynamic sales call with both an executive and an SDR.
A technical support session with a customer support representative and an engineer.
An interview with a recruiter and a hiring manager.
Step 1: Creating Your Collective Booking Calendar
Go to: Calendars > Calendar Settings.
Click on: “Create Calendar.”
Select: “Collective Booking.”
Step 2: Add the Required Calendar Details
Calendar Name: Enter a descriptive name for the calendar.
Select Team Members: You must select at least two team members to be included in the calendar.
Custom URL: Create a unique URL slug for easy access.
Meeting Duration: Specify the length of each appointment.
Booking Availability: Set the time slots available for appointments.
Accept Payments Toggle: Enable payments if required.
After entering these details, click Confirm to create the calendar. You can customize settings further by selecting Advanced Settings or by editing the calendar afterward.
Step 3: Choose the Primary Owner
The first team member added by default becomes the primary owner and lead for the appointment.
The primary owner is also the appointment owner and is responsible for the contact assignment if enabled.
Note: The primary owner cannot be deleted from the calendar.
To Change the Primary Owner:
Go to: Advanced Settings/Edit Calendar > Meeting Details.
Click Make Owner next to the team member you want to assign as the new primary owner.
The new owner will be indicated by an "Owner" label.
Notifications and Additional Options
All team members receive notifications when an appointment is booked.
The notification content remains consistent across all calendar types.
Cancellation & Reschedule Policy
Businesses can define specific time frames for cancellation and rescheduling, offering better appointment management. This feature helps minimize last-minute changes, maintaining an organized schedule.
How to Set It Up:
Go to the Notifications and Additional Options section.
Enable Allow Cancellation and Allow Rescheduling.
Specify the time range during which cancellation/rescheduling is allowed.
These links will automatically be included in the calendar invites and additional notes, expiring after the configured time.
Payments
Payments function seamlessly in Collective Booking calendars. The appointment is only confirmed once payment is successfully processed.
Frequently Asked Questions (FAQs)
How many team members can I add to a single collective booking calendar?
You can add up to 100 team members, but adding more members may reduce the availability of common time slots.Will payments work in Collective Booking?
Yes, payments work the same as in other calendar types.Can I use Collective Booking for virtual appointments?
Yes, it supports both virtual and in-person appointments. Make sure the meeting location details are accurate.Can I remove a team member from a Collective Booking calendar?
Yes, except for the primary owner. If you need to remove the primary owner, first change the ownership, then proceed with removal.Why do existing appointments still show the old primary owner after I changed it?
Appointments booked before the ownership change will retain the original settings. Only future appointments reflect the updated owner.Can I change the primary owner for an already-scheduled appointment?
No, the primary owner cannot be changed for an appointment that’s already been booked.Can I edit or reschedule a booked collective appointment?
Yes, you can edit appointment details, but team member changes are not allowed for already-booked appointments.
This feature is perfect for businesses requiring coordination among multiple team members, offering a streamlined way to manage group appointments effectively.