Who can use this feature?
Meeting Types are templates that you can use for meetings that are scheduled often and are part of your routine, like demo calls, consultation calls, or any other meeting you regularly have. Once Meeting Types are created, they can be reused to make managing your meetings easier.
Please check this article if you are an Admin looking for the Meeting Types option in the Assets section on the workspace's left-hand side menu.
We will cover all Meeting Type-related settings below.
Table of Contents
- Meeting Types Home Page
- Scheduling Page Preview
- Guest Forms
- Meeting Invite
- Reminders and Messages
- Meeting Buffers
- Advanced Settings
Meeting Types Home Page
After logging in to ChiliCal, you will notice the "Meeting Types" tab on the Home Page's left-hand menu.
Once you click on it, your meeting types will be displayed, and you can also create new ones. Let's go over each setting individually below.
Create New
At the top-right, ChiliCal has the "Create New" button that will redirect you to the meeting type creation page, where you can select all required settings to be associated with it, such as meeting duration, Reminders, Guest Form, and others. We will cover each setting in more detail in the "Meeting Type Settings" section below.
Search
Also, in the top-right, you will notice a search bar that can be used to find any specific meetings you may be looking for. This should be useful for users who have several meetings in their Personal workspace or shared with them.
Once the search matches with any meeting(s), we will display only those matches on the page.
Clear the search to have all meeting types displayed again.
Copy Link
Under each meeting type, you will notice a button called "Copy Link" with three available options:
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Copy link: once this one is selected, the meeting type link will be copied so it can be pasted wherever you need.
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Copy single-use link: if you choose this option, we will build a single-use link that will expire as soon as it's used. This option should be helpful if you want stakeholders to book meetings with you, but you don't want them to have your permanent link handy.
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Copy priority link: This option copies a priority-enabled booking link of the selected meeting type. The link will show events marked as flexible in ChiliCal's Priority Scheduling as available time slots to be booked. Click here to learn more about ChiliCal's Priority Scheduling functionality.
Edit
After clicking the three dots next to the Copy Link option we discussed above, the first option will be the "Edit" one. As the name suggests, this will be the one to look for if you want to edit your Meeting Type settings.
Set as Default
After clicking the three dots, the second option will be the "Set as Default" one. This allows users to define which meeting type they want to consider their default, and this will be the first meeting type selected when they open the scheduler with any prospect or start booking a meeting through ChiliCal Home, for example.
This option will not be enabled if the meeting type you select is already your Default one.
Duplicate
This option allows users to duplicate an existing meeting type and every customization it contains. This should be useful in scenarios where you are working with similar meeting concepts and don't want to build any new ones from scratch, helping reduce time and manual efforts.
Preview
Would you like to check your meeting type before sending it across the board? Then, this option is what you should look for!
This lets the user load a booking link for the selected meeting type in a new tab to simulate the whole booking experience their prospects will have.
Delete
This allows the user to delete an existing meeting type. However, it will not allow users to delete a Meeting Type if it is used on the user's Personal Page.
Scheduling Page Preview
After selecting the options to create or edit any meeting type, you will be redirected to a new page where you can select all associated settings, ensuring an amazing booking experience for you and your prospects.
By default, your initial screen will be the Booking Page Preview. This tab/page will be where you can customize the look of your meeting type, giving you an idea of what it will look like when accessed. On this screen, you will see some options to be edited:
Meeting Type Name
As the name suggested, this will be associated with your meeting type. For example, it should be the one to look for while searching anywhere.
The name will also help to build the initial meeting type's link, which can be edited later (this will be covered below).
Sync Meeting Type to the CRM
Within this setting, you can enable if this Meeting Type will sync data to your CRM:
This means that if your Guest Form contains Data Fields, their form submission data will be synced to your CRM.
Also, your Admins can define other behaviors to be taken when a meeting is booked via Personal Scheduling Links, such as creating Events, which Object will be associated with an Event, and many more. If this setting is enabled, your links will follow this pre-defined behavior, as these settings are applied to all users in your org.
If you can't update this setting and notice the message below while hovering, it means your Admins have disabled the ability to sync to your CRM through Personal Scheduling Links:
Duration
This is the place where you can tell me how much time your meeting should take. Click on it, and a dropdown will be displayed with options:
Start Time Intervals
This setting controls the interval at which slots will be generated in the booking link of the meeting type. For example, if "30 minutes" is selected, the meeting type will display options every 30 minutes, such as 9:00 am, 9:30 am, 10:00 am, and so on, always respecting the user's working hours and availability.
Availability Schedules
This functionality has some additional details to be checked and considered while using it, so we have created a separate document here to cover them in more detail!
Minimum Scheduling Notice
You will find this setting by clicking the three dots next to the Availability Schedule. It specifies the minimum time advance a prospect is allowed to book. For example, with a minimum scheduling notice of 2 hours, a prospect can only book a meeting 2 hours ahead of the current time. For instance, if the prospect accesses your link at 10:00 am, the first slot (if also available in your calendar) should be 12:00 pm.
It also respects your working hours, so using the same example, supposing the prospect accesses your link 30 minutes before your day ends, the first available slot will be shown only the next day.
Availability Range
You will also find this one after clicking the three dots right next to the Availability Schedule, which specifies how far in advance an event can be scheduled. We use six weeks by default, but you can edit as you wish.
For example, if your availability range is ten days, supposing the prospect accesses your link on January 1st, the last available date on the link will be January 11th (if this day is enabled during your working hours).
Link (Slug)
You can edit the link for your meeting type in the booking page preview's header. The first piece of the link cannot be edited, but the piece after your name can!
Click on it, and edit it as you wish. Remember that this will be the link your prospects will see if you do not use the single-use link-related option.
Changes should be auto-saved.
Welcome Message
Below, you can add a welcome message or any instructions your prospects should know while booking a meeting. Dynamic Tags can also populate this message with any pre-defined values you may want to use.
The message will be displayed in the header. Notice how the FirstName dynamic tag used in our example was replaced by the prospect's first name (in our example, Mary).
Check this article to learn more about Dynamic Tags!
Profile Picture
Once you hover the mouse over your current picture, the options to edit or remove it become available:
Prospect's Company Logo
You will notice a green icon with a logo a little bit to the right. If enabled (green), we will display the prospect's company logo based on their e-mail domain; toggling this setting will affect all scheduling links. However, if this is disabled (greyed out), we will not do it.
Click on it to enable or disable it.
Company Logo
This will be the place to upload your company logo. This acts as a profile picture but for the users' company. This image only affects personal meeting types and is displayed in a different location than the above-mentioned user profile picture.
Click the plus (+) button to upload a new company logo for your meeting types.
Change Brand Color
You can change the coloring of your meeting type to match your company branding, for example. Click on the "Change Brand Color" button, and the "Select" bar will be enabled. You can select a new color from the pop-up or type a hexadecimal value for it.
Your changes should instantly be reflected on the preview page so you can check what it looks like.
Guest Forms
We have created a dedicated article for Guest Forms in ChiliCal since it has some specific settings to be aware of. Click here to check it.
Meeting Invite
In this section, we will cover the settings that will help to define how your meeting will look for your prospects.
Title
As the field name suggests, this field defines how your meeting's title will look. You can use Dynamic Tags to populate some information in the meeting title, avoiding any manual efforts that may be required.
For example, in the meeting title below, we will use the CP.Guest.FirstName tag to grab the prospect's First Name from the Guest Form and populate the title with it.
While using Guest Forms-related Dynamic Tags, we recommend marking the fields used as required in the Guest Form to ensure prospects will fill out information over there, and you will not see any empty information in the title.
Check this article to learn more about Dynamic Tags!
Duration
This field defines the meeting's duration. The duration can also be defined in the Booking Page Preview tab, so any updates will be reflected in this tab and vice versa.
Location
Time to set what will be displayed in your invite's location field! You will notice some options to be used over there.
You can use multiple options in a meeting, including those covered below. If your meeting type has multiple locations, you will notice a "Set as Default" option enabled to set which one will be displayed first to your prospects.
Now, let's cover the options we have:
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Google Meet: This option generates a one-time Google Meet link to be displayed in the Location. Remember to connect your calendar in your Integrations tab to use this option.
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Zoom: This one generates a one-time Zoom link. We recommend using the Conference Details option if you want to use a static Zoom link. Connecting Zoom on the Integrations tab is mandatory for this one to work; if you haven't done so yet, you will see an in-app message pointing out that the integration is not completed. Click here for more details and steps showing how to integrate it.
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Gong: This one generates a one-time Gong link; however, when clicked, Gong will redirect you to Zoom. That said, integrating Zoom in your Integrations tab is also mandatory here. Click here for more details.
Also, one of your Admins needs to establish Gong's connection for your org and ensure users are properly mapped. You can send them this article that shows how it's done.
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Conference Details: This is a text field where you can manually enter the Location details. This option is normally used to include links, like static Zoom ones, for those who don't want to use one-time links, for example. You can set a default value for this field in your Personal Settings.
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In-Person Meeting: This is a text valuable field for in-person meetings/events, where you can include the information you would like. If you are meeting someone at the office, you can set something like "Building A, Meeting Room 102", for example.
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Custom: This text field can also be used as you wish. Dynamic Tags are available to facilitate the setup as well.
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Ask the Guest (Provide My Own): This field will enable your prospects to provide the Location themselves. They will see a text field (like the one below), where they can provide a link or a phone number to be joined or called, for example.
Description
Now, it's time to define the meeting's body. This field normally includes more details about the meeting, links, and other information that may help your prospects, such as a reschedule and/or a cancelation URL.
You can also use Dynamic Tags here to populate some information and avoid manual efforts.
In the example below, we used the CP.Meeting.RescheduleUrl and the CP.Meeting.CancelUrl tags will facilitate the rescheduling and cancelation processes if needed.
Check this article to learn more about Dynamic Tags!
Meeting Invite Preview
On the right-hand side, you will notice that a preview will be displayed to give you a better idea of what your meeting type looks like now; Dynamic Tags will not be pre-populated in the Preview.
You can hide or display the Preview by clicking this icon in the top-right:
Reminders and Messages
We have created a dedicated article for Reminders in ChiliCal since it has some specific settings to be aware of. Click here to check it.
Meeting Buffers
You can set up buffers before and/or after the calendar event to ensure you do not get back-to-back meetings, have enough time to prepare yourself before a meeting, or send some meeting notes after the meeting, for example.
Buffers can be enabled before and after the meeting, or just one of them (before or after). After enabling the required buffers, a dropdown will be displayed to have the buffer time selected.
On the right-hand side, a Preview will be displayed so you can see what your calendar will look like with the buffers enabled.
If you enable both buffers, you can use different times, such as a 10-minute buffer before and a 15-minute one after the meeting.
It's also worth mentioning that buffers are not sent to prospects/Guests.
Advanced Settings
ChiliCal also has some additional settings to help define the behavior of your Meeting Type. Let's cover them in more detail below:
Expire Reschedule Link
Sometimes, you may want to allow your customers to reschedule the meeting before it happens. However, after the meeting ends, you prefer they schedule a whole new meeting instead of rescheduling your previous meeting.
This setting allows you to decide if the reschedule link should expire after a meeting has happened. It can help with reporting purposes and tracking interactions with customers.
Note: This setting must be applied to each individual meeting type.
Meeting Type Availability
This setting defines if the meeting should be marked as Busy or Available (Free). If you opt to mark it as Available, note that the slot selected by the prospect will remain, as the name suggests, available in your calendar, and you may be double-booked; this option is helpful for scenarios where you are accommodating multiple prospects at the same time for a training session, for example.
Booker Edit Permission
This setting relates to the ability for Bookers to change information about the meeting type when they are booking the meeting for themselves or on someone else's behalf.
When the option to not allow is selected, Chili Piper will not allow editing of the Meeting Type (location, title, description, reminders, etc.) during the booking process.
Bookers should see a message similar to the one below when not allowed:
Meeting Limit for Prospect
This setting enables you to limit the number of meetings a Prospect can schedule with this Meeting Type in a given time period.
You can set this limit per Email (e.g., john@acme.com) to set the limit per individual user or Domain (e.g., @acme.com) to set a broader limit, covering all users from the exact domains.
Below, you can set the Limit (number) within one specific timeframe (Hour, Day, Week, Month, Year, Custom). Use Custom to set anything not covered by our pre-defined Limits (e.g., 30, 40. 45).
Below, you can define when and at which Timezone the Limit will be reset. For example, if you work with Weekly Limits, you can define which day of the week the Limit will reset. For Daily ones, the specific Hour of the day it will be reset, and so on.
For the example below, we set a weekly Limit of three meetings per domain. The Limit will reset every Wednesday at midnight EST. This means that users with @acme.com (hypothetical domain) can book only three meetings from Wednesday to Wednesday.
Guest Invite
This controls whether external Guests should be invited to the calendar event. If disabled, external Guests will not receive an invite.
This setting comes enabled by default.
Guest Edit Permission
This setting is pretty straightforward: you can enable the invite to be edited or not by your Guests. Enabling it or not will depend on the flexibility you would like to provide Guests since they can edit the event's details on their own.