How to use Collective Bookings in Calendars?
In the dynamic world of team collaboration, Collective Bookings emerge as a game-changer, offering a sophisticated way to schedule meetings involving multiple team members seamlessly. This feature integrates individual team members' availability into a shared calendar by synchronizing the schedules of different team members, providing a unified time slot that suits everyone, making it ideal for group interactions like sales calls, technical support, or group interviews.
How to Create a Collective Booking Calendar
Navigate to Calendars then head to your Calendar Settings.
Click "Create Calendar," and choose "Collective Booking."
Fill in details
Once you select this calendar type, you will be directed to the Initial Setup where you'll take the first steps in getting your calendar ready to go, those will be:
Calendar Name: The name will show why they are scheduling an appointment for leads and customers.
Adding team members: Select all members who will take this appointment (Minimum 2).
Calendar URL: Type in the calendar slug here.
Meeting duration: This will define how long the appointment should last.
Booking availability: These will be the days and times these appointments can be booked.
Advanced settings: Once you've set the bases click here to customize your calendar to your company's specifications.
Customizing Calendar Settings
To customize, click "Go to advanced settings" or edit the calendar later. This will give you access to all personalization settings, but in the case of this calendar, the one we need to focus on is the Primary Owner inside the Meeting Details.
This team member leads the appointment and if contact assignment is enabled is the receiver. The primary owner is typically the first team member added but can be changed for flexibility in team management. To change the selected user click Make Owner next to the team member you want to switch to.
Additionally, just like with any other calendar, you can customize additional details by going to other categories on the left side menu. If you haven't before we recommend checking the article “How To Create A New Calendar” for more information on personalizing your calendar.
Finally, save your settings, and your Collective Booking Calendar will be ready to accept meetings. This means you can add several team members into a single calendar to simplify the booking process when they are all needed by having your CRM set an available time that works for everyone!