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Workspace Assets - Meeting Types

Jorge Ferreira Filho
  • Updated

warning-icon.png Admin or Workspace Manager Rights Required

This feature is available for Admins and Workspace Managers. 

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.

This article will cover the Meeting Type settings under the "Assets" dropdown on the left-hand menu. Please check this article for meeting types under MyApp/ChiliCal's Home Page.

Table of Contents

Meeting Types Home Page

You will find the Meeting Types option on the left-hand side menu, under "Assets":

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, you will find the "Create New" button, which will redirect you to the meeting type creation page. Here, 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

You will notice a search bar at the header that can be used to find any specific meetings you may be looking for. This should be useful for workspaces that have several meetings, for example.

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.

 

Open

Click the "Open" button if you would like to edit your Meeting Type assets such as description, Reminders, Guest Form, duration, and so on. We will cover each one of them in the next sections.

 

Duplicate

This option allows users to duplicate an existing meeting type and every customization it contains. This should be useful when working with similar meeting concepts and do not want to build new ones from scratch, helping reduce time and manual effort.

 

Delete

This allows the user to delete an existing meeting type.

If the Meeting Type is being used anywhere, we will display a pop-up pointing out where it's being used so you can remove it (or not) before deleting it. This is done to avoid any errors caused by the deletion.

Why do I see "Unpublished Changes" next to a Meeting Type?

If you notice the "Unpublished Changes" flag, such as the one below, you have made any updates to your Meeting Types but haven't published them by clicking the "Publish Changes" button at the top right. Consequently, these updates will not be reflected until you publish them.

Remember to Publish Changes after any updates - we will reinforce this guideline in the following sections!

Meeting Invite

After opening any of your Meeting Types, you will be redirected to a new page where you can select all associated settings, ensuring a fantastic booking experience for you and your prospects.

By default, your initial screen will be the Meeting Invite page. This 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.

Click the name in the header, and edit it as you wish:

 

Title

As the name suggests, this is the Meeting Type's title, which also applies to the e-mail and calendar invite. Click the Title box to edit it.

We recommend using something that should be a quick summary of the call's purpose, such as "Demo Call with Chili Piper", and so on. If needed, you can elaborate more in the Meeting Description. 

You use Dynamic Tags to pre-populate some data, such as the Host Name, Guest Name, and many more - this should save you manual efforts to update any required data in the meeting invites.

Click the "Insert Dynamic Tag" button while editing this field, and select the one(s) you need.

In the example below, we used "Demo call with CP.Host.FirstName" as the title. The dynamic tag CP.Host.FirstName will automatically and dynamically update the meeting's Host's First Name in the meeting title.

 

Duration

This is the place to define the amount of time your meeting should take. Click on it, and a dropdown will be displayed with options:

 

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:

  • Use Host Default scheduling: We will use the default conferencing connected by the Host. Usually, this means Google Meet (if the host is connected to a Google Calendar) or Microsoft Teams (if the host is connected to an Office 365/Outlook calendar).

  • 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, you will see an in-app message that the integration is incomplete.

  • Gong: This one generates a one-time Gong link; however, when clicked, Gong will redirect users to Zoom. That said, each user needs to integrate Zoom in their respective Integrations tab. Click here for a detailed step-by-step.

    Also, Admins need to establish Gong's connection for your org and ensure users are properly mapped. Check this article for further details.

  • 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.

  • In-Person Meeting: This is a valuable text 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", or "Conference Room 2", for example.

  • Custom: This text field can also be used as you wish. Dynamic tags are available to facilitate the setup as well.

  • 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 is typically used to include 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. 

 

Do not forget to Publish Changes after any updates! 

Availability Settings

After working on your Meeting Type's initial settings, it's time to define some availability-related ones to ensure a smooth booking process for your prospects and reps!

 

Availability Increments

This setting specifies at what time intervals prospects are allowed to book meetings. By default, we use 30 minutes to book meetings, for example, at 1.00 and 1:30 PM.

For example, if you want more granularity, you can select 15 minutes to book meetings at 1:00, 1:15, 1:30, and 1:45 PM.

Click the dropdown to update this setting.

 

Availability Schedule

You will see two options for this setting:

  • Let the Host decide: The meeting hosts will decide their own schedule based on their working hours. This means that the Meeting Type's availability will depend on each individual's availability.

  • Overwrite Host's default schedule: You can define the Meeting Type's schedule. Be mindful that, with this setting, the availability will overwrite the user's working hours and personal schedule. 

    After enabling it, you can toggle days on and off and define the start and end times for this schedule.

Minimum Scheduling Notice

This setting specifies the minimum time a prospect can book a meeting in advance. For example, with a minimum scheduling notice of two days, a prospect can only book a meeting today for two days in advance.

Availability Range

Specifies how far in advance an event can be scheduled. By default, we use a Relative Date Range of six weeks, but you can adjust this if you want your meetings booked out sooner or later.

 

Do not forget to Publish Changes after any updates! 

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.

 

Do not forget to Publish Changes after any updates! 

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.

 

Do not forget to Publish Changes after any updates! 

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.

A Preview will be displayed on the right-hand side 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.

Do not forget to Publish Changes after any updates! 

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:

 

Guest Edit Permission

This setting is straightforward: you can enable or disable your guests' editing of the invite. Whether you enable it or not will depend on the flexibility you would like to provide Guests since they can edit the event's details independently.

 

Do not forget to Publish Changes after any updates! 

 

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