How to create an Event Type?

Modified on Wed, 25 Jan 2023 at 12:40 PM

What is an Event Type?

Event 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 event 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.

What kind of event types are supported in Leadmonk?

Below event types are supported in Leadmonk.


  • A 1:1 event 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. Suitable for: 1:1 Sales calls, 1:1 Interviews, etc.
  • A group event 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. Suitable for: Webinars, Training sessions, online classes, etc.
  • A collective event 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. Check this page to know how to create a collective event type. Suitable for: Product demos, Panel interviews, Group sales calls
  • A Round Robin event 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. Check this page to know how to create a round robin event type. Suitable for: sales calls, support calls, and client onboarding.

What details to be specified in the event type customization?


Event Info Section

  • Event Type is - Enable/Disable - If the event type is disabled, then its scheduling page cannot be accessed by invitees to book the appointments. It can be switched on again.


  • Visible on booking page - Enable/Disable - If this flag is on, then the event type is shown on the booking page i.e. as part of the appointments directory. But invitees who have the scheduling link can schedule an appointment with you.

 

  • Event Name - Event type lets you easily pre-configure your Appointment settings, and then reuse these settings for faster appointment scheduling. Enter a name for event type.

 

  • Description/Instruction - Specify description of your event type. This is an optional field.


  • Duration - Define how long your appointment will be. You can also specify up to 3 durations here. With this option, you can give multiple appointment duration options to your invitees to let them specify their preference at the time of appointment booking.

 

  • Location Preference - Enter the location where the appointment will take place. It can be Google Meet, MS Teams, Zoom, or a phone number for invitee(s) to call you or a physical address where you want to meet. You also give multiple location options to the user to select his/her preferred choice at the time of booking appointment. 


  • Invitee to book an appointment providing - Set how you want your invitees to book an appointment with you using any one of the following options – 
    • Email 
    • Mobile number 
    • Email & Mobile number 
    • Email or Mobile number


For Group event type, only Email, Mobile number, and Email & Mobile number options are allowed.


For Collective event type, only Email and Email & Mobile number options are allowed.

For Round Robin event type, Email, Mobile number, Email or Mobile number and Email and Mobile number options are allowed.


  • Select Calendar to update - Specify the calendar to fetch free/busy availability and to add appointments as and when invitees book time with you using the scheduling link.

 

  • URL (Scheduling Link) - Scheduling Link is a public URL that you can share with anyone to easily book an appointment with you. Add this self-scheduling option to an email, share it via SMS or chat, or integrate it with your web lead forms.


Availability Preferences Section


  • Select Availability Profile - The Availability Profile allows you to restrict your available hours for this event type. Leadmonk will only offer available time slots within this availability window. LeadMonk syncs with your calendar so it always knows your availability.

 

  • Date Range - Set a range of dates when you can accept appointments. User can specify any of the below options:
    • “XY number of days into the future” -> rolling calendar days
    • Within a date range
    • Indefinitely into the future

 

  • Show Availability in increments of - The frequency of available time slots for invitees. Start time increments are fixed and are only available up to every 120 minutes. If you need to set specific available start times, we suggest you set intervals or time frames when you are available to take an appointment. 

 

  • How much heads up should invitee give - The minimum lead time that is required before an appointment can be scheduled and helps prevent last-minute appointments. Your invitees will only be offered a time frame that is outside of this time.


  • How much buffer time to add before or after your appointment - If you want to avoid back-to-back meetings, add buffer time before or after your appointments in Leadmonk. Buffers are extra time that can be added before and/or after an appointment. This can be helpful if you want extra time to prepare before a meeting or post appointment work. The buffer time before or after any appointment will be marked as busy, so people can't book your time then. This means you can prep for the next appointment...or just get some coffee. Buffers are event type-specific so you can tweak and optimize buffer settings for each of your event types. Check this help page to know more.


  • Maximum allowed appointments per day for this event type - You will need some concentrated work from time to time, so you may want to limit the number of appointments you schedule every day. To accomplish this, set up the appointments limit as shown below. You can specify a number in the below specified field 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 Leadmonk user account level to be applicable across the event types. Check this help page to know more.


  • Preference on free slots: 
    • If the “Fetch from Calendar” option is selected, then free/busy availability is read from the connected calendar(s) to show availability to your invitees. This is a standard feature.
    • If the “Standalone” option is selected, then the event type itself behaves as a standalone calendar to manage free/busy availability instead of the connected calendar(s). This option adds meeting invite to the connected calendar but does not refer to the connected calendar for availability check. Instead availability check is done at Leadmonk event type level. This is to be used in special cases such as managing bookings for shared resources such as meeting rooms where you may not have dedicated calendars for each shared resources. This can also be used for modelling multi-specialty doctors clinic where bookings are managed centrally and you may not have separate calendar for each doctor. Check this blog to know more.

  

Invitee Preferences Section


  • Scheduling Page Language - Here you can choose the language for your booking page. Localize the scheduling experience for your clients with booking pages in 14 languages. Read more.

 

  • Invitee can add additional guests - If this is YES, then invitees can specify additional email addresses as guests while booking an appointment. This option works only with email address based appointment bookings.


  • Fix the time zone to use in the scheduling page - Set this field to YES only for in-person appointments. Otherwise invitees will see your availability in their time zone and it may confuse them for in-person appointment which is going to happen in host time zone.


  • Invitee Questions - Get all the info you need from invitees before the appointment. Choose from a variety of field types including text, checkbox, radio button, and dropdown. You can add any number of invitee questions. You can also mark whether a question is mandatory or not. You can also reorder questions. Read more.

 

  • On booking confirmation - You can redirect your customers to an external URL upon appointment confirmation. Here you can specify your website URL to be redirected.

 

  • Notify a colleague - If this field is filled with an email address, then that email address will be added as an additional attendee to every appointment that gets booked using this event type.


Notification Preferences


Reduce no-shows and keep appointments top of mind with reminders for your invitees. Invitees can specify whether they want to receive appointment updates as SMS or WhatsApp message.  In this section, you can make use of either system default notifications or workflows.


  • Default notifications: You can specify any number of reminders (e.g.: 1 day before, 1hr before etc..). You can also specify what kind of reminder you want to send and when (e.g.: Email reminder 1hr before and text reminder 30min before). Check this page to know more.

 

  • Workflow is an automation that is triggered throughout the appointment lifecycle, from the time an appointment is scheduled all the way through your follow-up with attendees. Send an email or text to your invitees when an appointment is scheduled, rescheduled or canceled. Send custom email/sms reminders before the appointment and send thank you or follow up email/text upon appointment completion. Check this page to know more.

Payment Preferences


Collect payments with Stripe when appointments are booked and reduce no-shows. Include payment terms within the appointment scheduling process. This option is enabled only when you connect stripe/PayPal to your Leadmonk account. Read more.



Note: An appointment can be rescheduled or cancelled any time before the start of (start date & time) appointment. Post that it’s not possible.

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