Scheduling

1) What calendars can I use with Leadmonk?

Leadmonk connects with Google/GSuite/Outlook/Office 365 Calendars. 

2) How many calendars can I connect to Calendar?

You can connect up to 6 calendars in your account.

3) Can anyone schedule an appointment with me?

Anyone who has access to your scheduling links will be able to book an appointment with you, leaving you in charge of who has access to the links.

4) What is a meeting type?

Meeting Type lets you easily pre-configure your Appointment Settings for faster appointment scheduling. You can make settings such as meeting duration, meeting place (Video or in-person), preferred availability, lead time, invitee questions, reminders, etc.) in the meeting type. When you share your scheduling link with your invitees, all they have to do is to select a date and time and enter their details to book the appointment.

5) What kind of meetings (appointments) one can create using Scheduling Links?

Below meeting types one can create in Leadmonk.

• A 1:1 meeting type is used to schedule meetings (appointments) between 2 people. The invitee can add additional guests to this meeting but if any of them cancels/reschedules the meeting, the whole meeting gets updated accordingly for everyone.
• A group meeting type is used to schedule meetings with multiple people for the same time slot. This is useful for webinars, training, product demo, etc. Here if any invitee reschedules/cancels the appointment, it does not affect other invitees who have booked the same timeslot to attend the meeting.
• A collective (multi-host) meeting type is recommended when an invitee needs to book time with several of your team members at one time. For example, a collective appointment would be great when a sales manager wants to schedule a product demo session with a client and wants to involve a pre-sales executive and a product manager from his team. The collective scheduling page shows appointment slots only when all team members (all hosts) are available. If any host is not available when the other hosts are, that time slot will not be shown as available. When an invitee schedules an appointment, all team members are added to the calendar meeting invite. 
• A Round Robin meeting type lets you automatically distribute new meetings to team members, saving you the time of manually assigning them. The team members are placed in an order and are booked in that order. However, if one team member isn’t available, the next person will get booked, and so on. This lets you offer more availability to customers while managing your team’s workload more effectively. This is one of the best types of appointment scheduling for sales professionals, call centers and support teams.

6) What is scheduling link?

Scheduling Link is a public URL that you can share with anyone to easily book an appointment with you.

7) What is booking link?

Booking Link is a public URL of your landing page for your popular meeting types. Using the booking page, your invitees can book time with you in a few simple steps:

1. Choose a meeting type that is relevant for them
2. Pick a time that works best for them,
3. and fill in their details.

8) What are the different options for invitees to book time with you?

As part of 1:1 meeting type or Round robin customization, you can specify any of the below options for the field "Invitee to book an appointment providing" in the Invitee preferences section. This indicates how your invitees can book time with you.

1. Mobile Number
2. Email
3. Mobile Number or Email
4. Mobile Number and Email

In options 1 & 3, when an invitee books an appointment by specifying his/her mobile number, then he/she gets a text message as SMS or WhatsApp (as per their preference) with appointment details such as appointment time and link to view/modify the appointment.

In Group meeting type customization, you can specify any of the below options for the field "Invitee to book an appointment providing" in the Invitee preferences section. This indicates how your invitees can book time with you.

1. Mobile Number
2. Email
3. Mobile Number and Email

In option 1, when an invitee books a group appointment by specifying his/her mobile number, he/she gets a text message as SMS or WhatsApp (as per their preference) with appointment details such as appointment time and link to view/modify the appointment.

In Collective meeting types, you can specify any of the below options for the field "Invitee to book an appointment providing" in the Invitee preferences section. This indicates how your invitees can book time with you.

1. Email
2. Email and Mobile number

9) Can I modify the "Invitee to book an appointment providing" field value set in the meeting type anytime?

Yes, you can modify this field value in the meeting type customization and changes will take effect only for new appointments.

10) How many guests can be invited for a group appointment?

Maximum 50 guests can be invited using a group meeting type for any group appointment.

11) Can I set lead time for the appointment booking?

Yes you can do that using "How much heads up should invitee give" field in the "Availability and Calendar Preferences" section of meeting type customization.

13) How can I show my availability only for 1 week on a rolling basis to my clients?

Yes you can do that using "Date Range" field in the "Availability and Calendar Preferences" section of meeting type customization. There you can set "7" days in to the future as value for your requirement.

14) How many calendars I connect to my Leadmonk account?

You can connect up to 6 calendars to your Leadmonk account.

15) Can I take bookings for any of the connected calendars?

Yes you can do that by selecting a calendar account in the "Select Calendar to update" field in the "Availability and Calendar Preferences" section of meeting type customization.

16) Does Leadmonk check the availability across connected calendars while taking bookings?

Yes Leadmonk does that to ensure no double booking happens. 

17) Can I modify the booking calendar in an meeting type later ["Select Calendar to update" field value in the "Availability and Calendar Preferences" section of meeting type customization]?

Yes you can do that anytime and changes will take effect only for new appointments.

18) Can I add/modify invitee questions in an meeting type later?

Yes you can do that and the changes will take effect prospectively.

19) Can I add/modify notification preferences in an meeting type later?

Yes you can do that and the changes will take effect prospectively.

20) Can I modify "location preference" value in an meeting type later?

Yes you can do that and the changes will take effect prospectively.

21) Do I have to re-share the scheduling link with my invitees if I modify meeting type name/description/invitee questions/invitee preferences/location preference?

No, you don't have to re-share the scheduling link because when invitee opens your scheduling link, it behaves as per the latest meeting type customizations. You have to re-share the scheduling link to your invitees only if you change the URL of the event type.

22) What is Single use link?

Unlike standard scheduling link of an meeting type, a single-use link expires after someone schedules an appointment with you. The invitee can’t book time with you again unless you send them a new link. Single-use links also prevent an invitee from sharing access to your availability with people you don’t know. Whenever you click on 'Copy single-use link' button, app generates a single-use unique URL of that meeting type and copies that to your clipboard.

23) What is a collective meeting type (multi-host meeting type)?

A collective meeting type (multi-host scheduling) is to be used to pool team members’ availability. The collective scheduling page shows appointment slots only when all team members (all hosts) are available. If any host is not available when the other hosts are, that time slot will not be shown as available. When an invitee schedules an appointment, all team members are added to the calendar meeting invite.

Collective meeting types are recommended when an invitee needs to book time with several of your team members at one time. For example, a collective appointment would be great when a sales manager wants to schedule a product demo session with a client and wants to involve a pre-sales executive and a product manager from his team. 

24) What is the use of Default Calendar feature in "Calendars" page?

At any point in time one connected calendar has to be a default calendar in your Leadmonk account. This default calendar acts as a primary calendar and is used in Collective and Round robin events. Also its used to replace non-default calendar in an meeting type, when the non-default calendar is disconnected by user. You can make a calendar as default calendar by clicking on "Set Default" button as shown below.

25) Can I set any calendar as a default calendar? If yes, what will happen to the specified calendars in the existing meeting types?

Yes you can make any connected calendar as the default calendar by clicking on "Set Default" button as shown below. This action will not change any existing 1:1 or Group meeting type customization. However when the non-default calendar is disconnected by user in the Leadmonk account, then the default calendar gets updated in those meeting types where that disconnected calendar was specified.

Round Robin and Collective meeting types work only with the default calendar. If some other calendar is a selected as default calendar in a Leadmonk account, then these meeting types start referring to the newly selected default calendar for adding the appointments.

26) Can I customize SMS notification templates?

Yes you can customize SMS notification templates. Refer to this workflow page to know more.

27) Can I customize Email notification templates?

Yes you can customize Email notification templates. Refer to this workflow page to know more.

28) Can I automate sending notifications/reminders/follow-ups? 

Yes its possible using workflows. Workflow in Leadmonk is automation triggered throughout the appointment lifecycle, from the time an appointment is scheduled through your follow-up with attendees. This can save you a lot of time and energy, and it can also help you avoid mistakes. Automating your workflows can help you work smarter, not harder. Refer to this workflow page to know more.

29) Can I set buffer time to avoid back-to-back appointments? 

Yes, you can set the buffer time before or after the appointment. Then that buffer time will be marked as busy, so people can't book your time then. Check this help page to know more.

30) Can I limit the number of appointments per day?

Yes, you can specify the number of appointments allowed per day and it will no longer be possible for your day to have any more than that number of appointments using that event type. You can also set this limit at the Leadmonk user account level to be applicable across the meeting types. Check this help page to know more. 

31) Can I default the time zone for in-person appointments?

Yes, you can do that. Leadmonk will automatically detect your time zone as well as the time zone of the invitee, so you don't need to adjust it yourself! If you are meeting in person, we recommend locking the time zone to the location of the event. 

32) Can I specify URL redirect on appointment confirmation?

Yes, you can redirect your customers to an external URL upon appointment confirmation. This field is in the invitee preferences section of meeting type customization.

33) What happens if I disable a meeting type?

Disabled meeting type is not available for appointment booking and its not visible on the main booking page i.e. on appointment directory page. The scheduling link of this meeting type also does not work until you enable this meeting type again. Disabled meeting type is show as mentioned below in the Leadmonk home screen, where 'Copy link' and 'Copy single-use link' fields are disabled.

You can enable an meeting type by switching on the highlighted flag. 

34) Can I do appointment booking on behalf of customer?

Yes, it is possible to do appointment booking on behalf of a customer in Leadmonk Booking Software. 

You can use the same booking page that you share with your customers and enter the customer's name and email address to make the booking. Leadmonk's booking form is customizable and can be set up to collect all the necessary information from the customer, including their preferred appointment time and any special requests they may have.

Once the booking is made, Leadmonk will automatically send a meeting invite from your calendar to your customers and a workflow will be triggered to send email and SMS notifications as per the customization. This ensures that everyone is aware of the appointment details and can prepare accordingly.

35) How is booking appointment using Leadmonk booking page advantageous compared to sending a meeting invite from my calendar when a client has already provided an appointment date and time?

Booking the appointment using your Leadmonk booking page offers several advantages over sending a meeting invite from your calendar, including:

• Automation: Leadmonk integrates with Zoom, Microsoft Teams, and other popular video conferencing tools to automate the process of sending meeting links to your clients. This ensures that your clients have everything they need to join the meeting without any additional effort on your part.
• CRM updates: When you book an appointment using Leadmonk, the software automatically updates your CRM system (HubSpot, Zoho CRM, etc.) with the appointment details. This helps you keep track of your clients' appointments and ensure that you are providing them with the best possible service.
• Notification and reminder emails: Leadmonk sends automated email notifications and reminders to both you and your client. This ensures that everyone is aware of the appointment details and helps reduce the risk of missed appointments.
• Option for customer to reschedule the appointment easily: Leadmonk offers an easy-to-use interface that allows your clients to reschedule appointments themselves. This saves you time and ensures that your clients have a seamless booking experience.

Overall, booking the appointment using your Leadmonk booking page offers several advantages over sending a meeting invite from your calendar.

36) Can I convert Group meeting type to One-on-one event type or vice-versa?

It’s not possible to convert one kind of meeting type to any other kind of meeting type. E.g.: It’s not possible to change/convert Group meeting type to One-on-one or vice-versa.

37) How to connect Google Meet to my Leadmonk account?

Connecting Google Calendar will automatically connect Google Meet to your Leadmonk account. There is no additional step to connect Google Meet.