Who can use this feature?
The ChiliCal Co-Pilot Extension's Scheduler is your go-to place in your Chrome Browser, Outlook, Salesforce, HubSpot, or other integrations when you want to find available times in your calendar or your teammates’ calendars to book an important meeting or even book a meeting on a colleague’s behalf. It’s the perfect place to check for everyone’s availability and guarantee the meeting will be scheduled.
The Scheduler looks different and has different functionalities if you use Handoff or access it from the MyApp/Home Page. Navigate to the articles below to learn more about these two:
We will check all of the features related to the ChiliCal Extension's Scheduler in more detail below.
Table of Contents
- Extension Download
- Calendar Navigation
- Add Guests to your CRM
- My Links, My Team Links, or Round Robin Links
- Host, Assignee, and Guest Management
- Meeting Management
- Priority Availability
Extension Download
Some functionalities shown in this document require the ChiliCal extension (Co-Pilot) to be downloaded and installed in your browser. Before proceeding, we suggest downloading it here if you haven't yet.
The extension download is not required to use HubSpot App, as the installation is done directly in HubSpot's Marketplace - more details can be found here.
Calendar Navigation
We will start covering the calendar navigation and some settings placed to make the booker's life easier during the booking process.
Show Weekends
By default, ChiliCal's Scheduler will display calendars from Monday to Friday in the weekly view, but you can easily adjust it to show weekends (Saturday and Sunday), by clicking on the settings sign in the header, and toggle the "Show Weekends" button on.
Follow the same steps to switch back to the Monday to Friday view, but switch the "Show Weekends" button off.
Show Meeting Buffers
If enabled, you can view meeting buffers associated with the Meeting Type while picking time slots. You cannot modify meeting buffers on this view.
Keyboard Shortcuts Manual
We have some keyboard shortcuts to facilitate your navigation even more! Click this option to learn more or remember them:
Monthly or Weekly View
By default, the Scheduler will open in the weekly view, where you can use the arrows in the header to navigate around the weeks.
If you would like to see a monthly view, that should be useful for booking meetings, for example, days or months in advance, you can click the "Monthly" button, and the Scheduler will show you all month's days on a single screen.
You can use the arrows to navigate around each month, and once you click on the desired day, ChiliCal will show you that day's availability in more detail.
Change Timezone
In the top-left, you should be able to update the timezone to have better visibility of your prospect's timezone or any other timezone that might be relevant to your booking process:
Add Guests to your CRM
You can add your Guest(s) to Salesforce or HubSpot in the Scheduler itself, ensuring you do not need to navigate into multiple tools to achieve this.
Click the "Add to Salesforce/HubSpot" icon right next to the Guest's email and proceed from there.
The steps should be pretty straightforward, but we also have a dedicated article for this feature if you need any further assistance!
My Links, My Team Links, or Round Robin Links
On the Scheduler's right-hand side, you will notice these three options in the header:
These options have different behavior and will help define how your booking process will be done. Let's cover the difference between them:
My Links
You can access all Scheduling Links shared with you and from your Personal workspace, but you can only book the meeting or suggest times with yourself as the Host.
My Team Links
You will see a list of colleagues with ChiliCal licenses assigned as the meeting's Host. Once you select someone, you can select the Scheduling Link between the ones shared with the selected Host.
If any user is unable to be selected, it is likely because they don't have a calendar connection or their current connection is having an ongoing issue. You can confirm it by hovering the mouse over the information icon:
You can recommend that these users connect or reconnect their calendars on their respective Personal Integrations page.
Round Robin Links
Here, you will see the Round Robin Scheduling Links shared with you that are available to be selected. The Scheduler's behavior may vary depending on the Algorithm you have for the Distribution associated with the Scheduling Link:
Strict Round Robin
Here’s how it works if your Scheduling Link has a Strict Round Robin Distribution associated with it:
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Automatic Assignee Selection: The next available team member in line is automatically selected in the dropdown menu. This selection cannot be changed, ensuring all team members share the workload equally.
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Vacation Skipping: If the next team member in line is on vacation, they are automatically skipped. This prevents situations where limited availability could prevent a meeting from being booked.
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Availability for All: Does the next assignee have no feasible times to accommodate the meeting? You can toggle the Show availability for all button to see a combined availability of all Team Members. Note that we will select the Assignee for you after selecting the desired date and time.
If you notice the Assignee defined as Hidden, it means one of your Admins enabled the Prevent Cherry Picking setting for the associated Distribution. This setting hides the assigned rep in the Scheduler to prevent selection based on preference.
Flexible Round Robin
Flexible Round-Robin offers a more adaptable approach. Here’s how it works:
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Manual Adjustment: When the next assignee is displayed by default, and your Admins enable the "Allow Booker to Pick any Team Member" setting in the associated Distribution, this selection can be changed. This allows for greater flexibility in meeting assignments.
If your Admins have disabled the setting mentioned above in the associated Distribution, you must pick the next assignee or use Availability for All to select a different one. -
Vacation Handling: Unlike Strict Round-Robin, team members on vacation are not automatically skipped. They remain in the rotation and can still be assigned to meetings if their availability aligns with the selected times.
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Availability for All: Would you like to see the combined availability of all Team members to facilitate your choice? Toggle this setting on and quickly find the best slot.
You may or may not be able to select specific available Assignees depending on how your Admin configured your Distribution settings, most specifically the "Allow Booker to Pick any Team Member" setting that already appeared above.. This should be the case if you notice this message:
Suggested Times
- Prospect Flexibility: If you use a Round Robin link while inserting suggested times, you can keep the Scheduling Link option with no selection, so when a prospect selects the time slot, we will offer all available Scheduling Links for them, giving them flexibility to choose which one fits their needs.
Since one Scheduling Link can be associated with multiple Meeting Types, we also automatically pre-select one of the available Meeting Types based on the date the meeting was created for all scenarios described above.
This feature is designed to save you time by anticipating your needs. However, you are still in control—if the pre-selected Meeting Type is not the best fit, you can easily change it.
A toast notification or pop-up will appear, informing you of the pre-selection and allowing you to adjust it.
Host, Assignee, and Guest Management
In this section, we will cover how to manage your meeting's host and guests, ensuring that all the required people are invited.
Change Host or Assignee
If you selected My Team Links to book the meeting, you can click the Host name and update it among a list of colleagues with a ChiliCal license assigned. If you have marked any Team Member link as a favorite in ChiliCal's extension, they will be highlighted there.
If you use Round Robin Links, the Host selection will depend on which Scheduling Link you choose. If it's a Flexible Round Robin, you can click the Assignee field and switch to another Distribution Team Member.
Adding Guests
If you have opened the Scheduler coming from one of our extensions, you likely already have a Guest pre-filled when the Scheduler opened. Still, you can include any additional Guests in the right side menu by searching for their e-mail or their name if they are also a Chili Piper user.
Suppose any additional guests are Chili Piper users (teammates) with an active calendar connection in Chili Piper, marked as required. In that case, we will automatically include their availability in the Scheduler with a different color so that you can consider their availability and yours altogether.
Make Optional or Make Required
If internal Guests are marked as Optional, their slots will not be displayed on the calendar screen, and consequently, their availability will not be considered during the booking process.
If you use the Make Required option, the opposite will happen: their slots will be displayed in the Scheduler, so their availability can be considered, as previously shown.
Set as Main Guest
By clicking on the three dots right next to the Guest's name, you can also set them as the Main Guest for the meeting. You will notice "Primary Guest" right next to their names once it happens.
Remove Guest
Also, by clicking on the three dots, you can remove a Guest from the booking process. If you remove the Main/Primary Guest, another Guest will be automatically assigned to this role.
Meeting Management
In this section, we will cover how to update your meeting data to ensure that the meeting invite and calendar event look as they should for the meeting participants.
Event Related Objects
In ChiliCal CRM, Actions > Events, Admins can designate the object to which the event should be related. This can be done per Meeting Type or applied to all Meeting Types in the Workspace.
If you are relating the event to a Case or Opportunity Object, the Booker will be able to select which Opportunity or Case this meeting event will be related to in the Scheduler through the dropdown. The Case or Opportunity needs to be open to show in the dropdown as an option.
Update Scheduling Link or Meeting Type
While working with My Links or My Team Links, you will see either the Scheduling Links shared with you or the colleague you assign as the meeting Host.
Scheduling Links are associated with Meeting Types, which are the assets that will define how your meeting invite will look: title, description, duration, location, and so on. It should be the ideal place to include key information about your meeting, such as the meeting links and any information prospects need to know before the meeting, for example.
To update it, click the Scheduling Link dropdown and make your selection:
If you work with Round Robin Links, you can update the Scheduling Link in the header and then select the Meeting Type since one Scheduling Link may be associated with multiple.
If needed, you can manually update some specific information associated with the Meeting Type, such as its duration, description, or title; we will cover those below!
Update the Meeting's Duration
If you need to manually update the meeting duration for a specific meeting(s), click on the "Duration" dropdown and select the one you would like to use.
Update the Meeting's Title
You can also update the meeting's title for the specific meeting(s) by clicking on the "Title" field on the right side and updating it as you wish.
You can also use dynamic tags to pre-populate any required data by clicking the "Insert Dynamic Tag" button and selecting the one you want.
Remember that this will also be the calendar invite's title your prospect will see.
Update the Meeting's Description
The meeting description will contain the calendar invite's description visible to your prospect, and can also be manually updated by clicking on the "Description" field on the right side, and updating it as you wish.
Update the Meeting's Location
This will be the one listed in the calendar invite's location field and can also be manually adjusted if required by clicking the "Location" dropdown.
When using the "Custom" option, Dynamic tags can also be used to populate any links or data.
Priority Availability
When enabled, your guest will be able to book meetings over those you marked as flexible on your priority calendar.