Admin or Workspace Manager Rights Required
This feature is available for Admins or Workspace Managers.
This section allows the user to create new scheduling links, manage existing ones, and view the links for different users in the organization.
In this article, we will cover this feature in more detail.
Table of Contents
How to access the Scheduling Links?
In the left-hand menu, expand the ChiliCal section, and then click "Scheduling Links":
Creating new Scheduling Links
In the top-right of your screen, there's the 'Create new' button:
There are two options (Group meetings coming soon!):
One-on-One
Within this option, you can create links with one host and one or multiple invitees.
After clicking on it, a drop-down menu with all meeting types will appear. Once you select one of them, you will see the Scheduling Link page, where you'll set up and customize how your customer will see it.
On the top of your page, you can add a welcome message, which will show up for all customers who open your link:
Note that we can look at your main guest's email domain and add their company logo to the page.
On the right side, we have the option to customize your link's URL:
Continuing on the right side of your page, we have the Sharing Settings, which allows you to share the new Scheduling Link with one or more Teams or specific users from the same workspace:
You can mark the checkbox next to each user name to bulk-copy their standard or single-use links to your clipboard:
Round Robin
Within this option, the link created will distribute the meetings among selected Team Members. The main difference from the One-on-One option covered above is that the Host will not always be the same since we distribute meetings among a Team.
On this option (different than the One-to-One), we can select one or more meeting types:
Below the meeting types option, we can see the Distribute to section, in which we can select/create the distribution we want to happen on this specific link.
Creating Distribution
We can set a name for the new distribution (highlighted below), and then we need to choose between the two different algorithms.
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Strict Round-Robin: By default, Chili Piper keeps the distribution as close to equal as possible. This can be affected by custom weightage and calibration.
- Flexible Round-Robin: Maximizes display of time slots. If multiple team members are available at the selected time, Chili Piper will select the person who hasn't been scheduled recently. This can be affected by custom weightage and calibration.
Reschedule with Any Team Members
If this option is enabled when a prospect needs to reschedule an appointment, we will show the availability of all team members; if it's disabled, only the availability of the original assignee will be shown.
Team and Calibration Settings
Here, you will select which Team you want to use on this Scheduling Link, and also the Calibration Settings where you can see the Current Level, Meetings Scheduled, No Shows, Canceled Meetings and also set the Credit/Skip and Weight.
Current Level
The result from Meetings Scheduled minus No Shows minus Canceled will be shown if your workspace settings are set to credit back for No Shows and Cancelation. If not, it will show just the number of Meetings Scheduled.
Meetings Scheduled
The number of scheduled meetings per Team Member. It does not include qualified prospects who haven't finished the booking process.
No Shows and Canceled
Number of meetings marked as No Show and canceled meetings, respectively.
Credit/Skip
Here, you can manually credit or skip a meeting with anyone on your team.
While crediting a record to a user, use a positive number (1, 2, 3), and this user will have one (or more) meeting(s) to their Current Level. In the example below, notice how Byron had the Current Level equal to 1, and after we credited one more meeting, it updated to 2:
To skip a user in a distribution, use a negative number (-1, -2, -3), and the user will have their Current Level decreased. In the example below, we did the opposite as above: notice how Byron had the Current Level equal to 1, and after we credited one more meeting, it updated to 0:
Weight
The Weight can impact the frequency that your Team Member will be Next on your distribution.
To allocate a greater distribution of meetings to specific reps, make their weight percentage more than the other users in the Team. Uneven weights are likely why some reps may receive more or fewer prospects than others.
For example:
- Mary, Joe, and Stacy are members of a Team and have the following weights for the current month: 50%, 100%, and 100%;
- Suppose 60 prospects were distributed across them during the same month in this Path;
- The distribution would be 10 for Mary, 15 for Joe, and 15 for Stacy. Mary got fewer prospects distributed to her due to the 50% weighting.
Let's also use the previous example to have a better idea:
- We gave 50% weighting to Byron, and Byron's Current Level went from 1 to 2, meaning that Byron will likely get fewer meetings than others due to the 59% weighting.
- Weightings above 100% are not available at the moment.
Once you configure all the settings above, you can Publish and start using the Scheduling Link! Check here for more details about where they can be found and how they can be used.