How to create a meeting type with default availability?
Customize your meeting configuration like duration, buffers and invite texts for your meetings in a few simple steps
Meeting types allow you to define the different types of meetings you want your customers to be able to schedule with your sales team.
Steps to Create a Meeting Type for Default Availability
Navigating to Meeting Type
- To create a Meeting Type, use the side nav bar and click on Types -> “Create a Meeting Type” button.
- Give your Meeting Type a name under the “What would you like to call this type of meeting” section.
For example, if you’re creating this Meeting Type for your SDR teams to qualify prospects, you can name it Overview Meeting.
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 1 hour.
This tells RevenueHero to send a meeting invite to your prospects for the duration you set.
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.
For example, if you have a 30-minute meeting and set a 15-minute Buffer before and after the meeting, your calendar will be blocked for 60 minutes in total; 15 minutes before the call, 30 minutes for the call and 15 minutes after the call.
In this example, even if your meeting duration is only 30 minutes, 60 minutes of free time in your calendar is required to display meeting slots, as the buffer times are also taken into consideration while showing the available slots to your prospects.
NOTE
Buffer time is meeting-type specific and can be tweaked for each of your meetings, differently.
Under the “How long will this meeting last?” section, use the drop-down to set buffer times before a meeting and after a meeting. The Buffer times can range between 0 minutes to 30 minutes.
While you can set 0 minutes of buffer, it’s important to remember that sometimes meetings tend to not finish on time. Having some buffer time helps ensure prospects on the next call don’t wait for too long.
It’s also important to remember that the long your buffer times, the lesser meeting slots available for your prospects to book meetings on your rep’s calendar.
Configure Meeting Type
Configuring Meeting Type involves choosing availability between team vs members, changing your greeting text, and selecting how far into the future you want to display your calendar slots.
Let’s look at each of them one by one.
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:
- 9:00 am
- 9:15 am
- 9:30 am
- 9:40 am
and so on.
Choose how to display slot availability
Under the “Inherit availability from” section, you can choose between “Team” and “Members”.
Meeting slots displayed are based on the availability that you have configured for the Team created inside RevenueHero. With this logic, available slots displayed to prospects will be only within the Team Availability hours.
Meeting slots are displayed based on the available hours that are configured by the individual user. With this logic, only meeting slots available in the user’s configured Available Hours will be displayed to the prospect.
RECOMMENDED
Set team-based availabilities to your meeting types to provide a consistent experience for your prospects and customers.
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.
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.
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.
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.
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.
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.
NOTE
You can create multiple reminders using RevenueHero’s workflows.
Click the “Create a Meeting Type” button after you’ve customized your reminders.
That’s it! You’ve successfully created a new Meeting Type. 🎉🎉🎉