As an Admin, you can create meeting types which you can link to booking links for your entire team! Creating meeting types is now easier than ever in Chili Piper. You can customize every setting of the meeting type in our new template editor.
In this section:
- Create a new meeting type
- Customize meeting type
Create a new meeting type
1. In Admin Center, open the Workspace you want to manage
2. Click on Meeting Types - Templates, then click on Create meeting type
3. Choose a name and meeting duration
That's it! Your team meeting type has just been created, let's now customize it.
Customize meeting type
There are 6 sections you can customize to make your meeting template your own. Let's look at each one.
This is the name and duration you've set up under the first step to Create a new meeting template. You can change them here.
Here you can specify the Meeting Title, Location and Description, as they will show in the calendar invite. Here's an example:
Looks cool, right? In order to insert these fields, we use a new intermediary prompt which allows you to add a new tag in some very easy steps. There are 2 types of tags we allow inserting, a Contact Method or Dynamic Tag.
Insert Contact Method
When you click on Insert Contact Method, Chili Piper will prompt you to select the video conference system you use, so you can insert a tag which will expand into your meeting link. We currently support Zoom, GoToMeeting and Webex.
Insert Dynamic Tag
This button will open the enhanced UI to insert a custom dynamic tag of your choosing. Select the Object Source (Chili Piper), then the Object (Guest, Meeting or Host), then the desired dynamic tag. For example, here's how you can add the meeting host's first name in the description:
Add Google Meet or Microsoft Teams link
Toggle this option on if you want to have the Google Meeting or Microsoft Teams meeting link automatically added to the calendar event when the meeting is created.
Here you can select the form that will link to your meeting template. Make sure you have an existing Form under the Guest Form section first - we will automatically link the first form you created, but you can change it in this section using the Replace button:
To make sure you don't get back-to-back meetings, you can to set up buffers before and/or after the calendar event. You can set these up here - make sure to select if you also want these buffers to apply for meetings scheduled manually via Instant Booker.
Specify your availability for this meeting template. We recommend most users to enable Respect my working hours and Respect my timezone, but you can still select a custom timeframe of availability if you want. Here's an example:
Events can be scheduled X time in advance - this setting specifies how far in advance an event can be scheduled. By default we use 6 weeks, you can use a smaller timeframe if you want your meetings booked sooner.
Minimum scheduling notice - this setting specifies the minimum time advance a prospect is allowed to book. For example, with a minimum scheduling notice of 12 hours, a prospect can only book a meeting today for tomorrow at the earliest (respecting working hours).
Show available time in increments of - this setting specified at what time intervals prospects are allowed to book meetings. By default we use 30 minutes, so meetings can be booked, for example, at 1.00 PM and 1.30 PM.
For more granularity, you can select 15 minutes, so meetings can be booked at 1.00 PM, 1.15 PM, 1.30 PM and 1.45 PM.
For best availability, choose Dynamic, which will allow meetings to be booked whenever there's a free slot.
These are Advanced template settings which are defaulted for the most common usecases, but you can customize these as well to you liking. The most popular settings here are:
Host Booking Limit - set the number of times a host can be booked. For example, you can select to have a Host receive maximum 4 meetings per day - once that limit is reached, Chili Piper will start booking meetings for that rep starting tomorrow.
Prospect Booking Limit - set the number of times a prospect can book this meeting type. This setting is useful if you dont' want 'spammy' bookings from the same prospect. This way, you can limit the number of times their email address or domain can book per hour, day or week.