How to create a meeting type with custom availability?

Meeting types allow you to define the different types of meetings you want your customers to be able to schedule with your sales team.

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Steps to Create a Recurring Meeting Type

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Navigating to Meeting Type

1. To create a Meeting Type for an event, use the side nav bar and click on Types -> ”Create a Meeting Type” button.

2. Select “Book meetings with custom availability” to begin the creation of the meeting type

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Set Schedule

You can set custom availability by specifying availability for particular days of the week, creating a recurring meeting pattern.

For example, if your implementation team takes kick-off calls on Mondays, Wednesdays and Fridays, you can set a custom availability only for these days.

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Set Duration

Duration defines how long your meeting will last.

Under the ”How long will this meeting last?” section, use the dropdown to set your meeting duration. Your meeting duration can range between 15 minutes to 2 hours.

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Set Buffer Times

Buffer time is the time gap that you can give your reps before two meetings.

RevenueHero can automatically block this extra time before and after a meeting. This way, reps have enough time to usually wrap up, prepare, or just take a breather before/after a meeting.

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Configure greeting message

You can change what text prospects see on the scheduler when they try to book a demo with you. Use the text field under the ”Greeting Text” field to change how you’d like to greet your prospects.

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Days to show on the widget

Under the ”What days should we show?” section, you can select between showing all calendar days on the widget vs showing only the days where slots are available.

Show all calendar days: Prospects will also see the days when meeting slots aren’t available. For example, if none of your sales reps work on the weekends, your prospects will also see those days on the scheduler. However, when they select that specific day, they will not see any time slots for them to book.

Only show days with available slots: Prospects will see only the days where there is at least one meeting slot available. If no meeting slots are available on a specific day, your prospects will not see this day in the scheduler.

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Choose the number of future days to display

Under the ”Show how many days into the future for booking?” section, you can select the number of days your prospects see on the widget without having to scroll horizontally.

You can choose between 2 days, 3 days, 4 days, or 5 days if you pick to show only days with available slots.

You can choose between 2 weeks, 1 month, 45 days, or 3 months if you pick to show all the calendar days.

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When can the next meeting get assigned?

Under the ”When can the next meeting be assigned?” section, you can control when the first available slot is shown to your prospect. Is it the next available slot or is it offset after a certain time?

This setting gives admins control on how to space out meetings from current booker time.

For example, you might want to give your sales team at least a day’s worth of time before the meeting is booked so that they can prepare collaterals if required.

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Choose how time slots should be shown

Time slots displayed to your prospects can be shown in increments of 15 minutes, 30 minutes, or 60 minutes.

For example, if you choose increments of 15 minutes, your prospects will see the following time slots:

1. 9:00 am
2. 9:15 am
3. 9:30 am
4. 9:40 am and so on.

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Customize invite email

You can customize the content of the calendar invitation that gets sent to the customer based on your company’s branding and communication style.

You can include tokens in the invite to make the invitation email more suited to the prospect who booked the meeting. Click the ”Next” button after you’ve customized your invite email.

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Customize reminder email

You can choose to send one reminder email (or not send it) before your call begins. You can customize its contents and ensure you have higher chances of people showing up for your demo calls.

Click the ”Create a Meeting Type” button after you’ve customized your reminders.

That’s it! You’ve successfully created a new Meeting Type. 🎉🎉🎉