Demodesk helps you to automate several manual tasks before, during, and after a meeting. Meeting Types specifically are templates for these tasks. You can template your calendar invitations, Email invitations, reminders, or booking links here.
This reduces the preparation time & no-shows, driving efficiency & accuracy. Here is everything you need to know to become an expert in Meeting Types.
1. First settings
Similar to Playbooks, Demodesk offers Team and Personal Meeting Types.
Personal Meeting Types are not shareable in your team, only you can book meetings with them. Team Meeting Types on the other hand are transferable, so anyone in your team can book a meeting with a team template.
Go to Meeting Types on your left sidebar and click on Create Meeting Type.
You can edit the name, the duration, and most importantly choose which Playbook to use.
The Location defines where the meeting is happening. Online meeting is your typical Demodesk meeting with conferencing. The presentation is a Demodesk meeting where there is no video conferencing. You can use the virtual browser to show your pitch, but you need to call your participant to talk.
Link Type defines whether the customer will receive a unique meeting link or a link to your permanent Lobby. Not sure what fits you best? Take a look here.
Choose a layout, with which your meeting should start. This can be changed during the meeting according to your presentation. Check this out to read more about the different layouts.
You can set the Audio Options and Recording states your preference for auto-recording all meetings and if participants shall consent for recordings on this Meeting Type.
Write a compelling meeting Description and choose whether you want to send an email invitation alongside the calendar event.
Our powerful reminders will help you make sure that your customers actually show up for the scheduled meeting. Adjust the amount and timing of reminders according to your preferences.
Tokens are a great way to make those Emails automatically more personalised, check out our guide here.
The Follow-Up will be shown to you directly after the meeting, just fill out the pre-made template and sync all your notes to your CRM tool. Find more about our integrations here.
Pro tip: You can change the location of your Meeting type under "Notifications" > "Send an email invite" > "Edit". This will influence system tokens such as meeting date to use the correct format.
2. Team Assignment
Team assignment decides which of your colleagues shall be allowed to hold this Demo, only they can schedule Meetings with this specific Meeting Type. Hence, this setting will only be shown in the Team Meeting Types.
Choose flexible booking, if you want to give the booker the possibility to choose the host. Strict booking guarantees a balanced assignment of the added team members according to our Round Robin. Find out more about this assignment matrix here.
3. Availability
In the Availability section, you can adjust the slots which the booker can choose from. Go to advanced settings to customise your availability times specifically for each day.
Use Buffers to ensure some free time before and after the meeting to guarantee enough time for preparation. If you choose to create events in your calendar with buffer time, they will be visible as shaded times before or after the meeting in your calendar.
4. Scheduling Page
The Scheduling Page helps you automate the booking process by letting your customers book meetings on their own. You can also embed this link on your website. We have a full guide explaining the setup process.
The Time increments define the frequency of available time slots for the booker. In Restrictions, you can limit how far in the future your guests can book a meeting.
The Redirect Page is the page, the booker will be led to after booking a meeting via the link. This can be your company's website or a special thank you page, choose, if you want to open this page in a different tab.
Booking Questions are the questions that need to be answered by the booker at the beginning of the booking process. You can customize these questions, but be aware that the connected Tokens will also define the information in the email invite, etc.
Confirmation emails will be sent to the invitees after they scheduled a meeting with you.