Collective Bookings Calendar Overview
What Are Collective Bookings?
Collective Bookings is a feature designed to simplify scheduling meetings that require multiple team members to attend at the same time. By combining the availability of each participant into a single shared calendar view, it helps identify time slots that work for everyone involved. This makes it ideal for scenarios like sales presentations, technical troubleshooting sessions, or group interviews where coordination is key.
Setting Up a Collective Booking Calendar
To create a Collective Booking calendar, go to Calendars → Calendar Settings, click "Create Calendar," and choose "Collective Booking." Provide details such as the calendar name, select the team members to include, specify a meeting location, and review the custom URL. You can edit the URL manually if needed, and the system will verify its availability. Once you confirm these settings, your Collective Calendar is ready to use.
Primary Owner Role
Each Collective Booking calendar has a designated Primary Owner. This person leads the appointment, serves as the appointment owner, and receives assigned contacts if contact assignment is enabled. The Primary Owner is usually the first team member added during setup, but you can change this designation later for better team management.
Notifications and Payments
All team members included in the calendar receive notifications when an appointment is booked, ensuring everyone stays informed. If payment is enabled for the calendar, contacts must complete payment before the appointment is confirmed, providing a secure and seamless booking experience.
Frequently Asked Questions
How many team members can I add to a collective booking calendar?
You can add up to 100 team members, though finding available time slots becomes more challenging as the number increases.
Do payments work with Collective Booking?
Yes, if payment is enabled for the calendar, it will function for Collective Bookings.
Can I use collective booking for virtual appointments?
Yes, you can use it for both virtual and in-person meetings. Specify the details in the Meeting Location field.
Can I remove a team member from an existing collective booking calendar?
You can remove any team member except the Primary Owner. To remove the Primary Owner, first assign ownership to another team member.
Why do existing appointments show the old Primary Owner after I change it?
Appointments reflect the calendar settings at the time of booking. Changes to the Primary Owner will apply only to new appointments.
Can I change the Primary Owner for an already booked appointment?
No, you cannot modify the details of a booked collective appointment.
Can I edit or reschedule a booked collective appointment?
Yes, you can edit details like time or location, but you cannot change the team members assigned to the appointment.