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. General 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 "New meeting type".
You can edit the name, the duration, and most importantly choose which Playbook to use.
Location
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 (e.g. "Screen and Cameras" or "Cameras"), 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.
Language settings
You can change the language of the meeting types. There are some languages who are fully supported which means that both the meeting tokens (like time and dates) and the default content (meeting description, email invite, reminders and follow-up reminder) are translated.
There are also languages where we only make sure that the meeting tokens are translated ("Token support only"). Here, you need to manually update the description yourself.
Calendar description, automated reminders and follow-up mails
With these settings, you can take full control of the communication with your prospects before and after the meeting. Use it to engage your prospects for your meetings and nudge them to join.
💡 Pro tip: Tokens are a great way to make those Emails automatically more personalised, check out our guide here.
Calendar description
Write a compelling meeting description and choose whether to send an email invitation alongside the calendar event.
Reminders
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. Use reminders to reduce the no-show rate that you can track in insights.
Follow-Ups
The Follow-Ups is a pre-made email template that our most successful customers use the ensure consistent and timely communication with prospects after the meeting. Your meeting hosts will see the email template after every meeting and can decide if they want to send it out. If your mail account is connected to your CRM, it will sync automatically. You can also add the recording to it automatically by adding the "Reporting > Meeting recording link" token.
Allowing Customers to Cancel a Meeting via Email Templates
To enable your guests or customers to cancel a meeting directly from the email template, simply add the token "meeting cancellation link" to the template. Once this token is included, your customers will be able to cancel the meeting and provide a reason for doing so.
Here’s an example of how it looks in action:
2. Team Assignment
Team assignment decides which of your colleagues shall be allowed to hold this Demo, only they can be booked via this specific meeting type. Hence, this setting will only be shown in the Team meeting types.
According to our Round Robin, there are two different possibilities for booking:
Flexible booking: Flexible booking means, that the booker can select a host from the list when using the Demodesk Scheduler. That means, that you can give the booker (not your customer) the possibility to choose the host from the scheduler.
Strict booking: Strict booking guarantees a balanced assignment of the added team members. This means that the booker can't select the host.
Please note, that it is only possible to choose the host from the scheduler. The guest will not be able to choose the host from the booking link.
Rescheduling: The "Reschedule with the Same Host" option allows users to reschedule a meeting while keeping the same host. By enabling this option, any rescheduled meeting will be automatically assigned to the original host.
Availability: Keeping the same host might limit the available time slots for rescheduling, as it depends on the host's availability.
Speed: If rapid rescheduling is crucial, turning this option off might be beneficial. This allows the meeting to be rescheduled with any available host, thereby increasing the chances of finding a suitable time slot sooner.
📄 Note: For users who prioritize consistency and continuity in their meetings, keeping this option enabled is ideal. However, for those who need flexibility and quicker rescheduling, it may be advantageous to disable this option to access a broader range of available hosts.
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.
Set Availability in Meeting Types
The "Set availability" option allows you to control how calendar invites are marked:
Busy (default): Calendar invites block your calendar.
Free: Calendar invites do not block your calendar, allowing meetings to overlap.
📄 Note: Free events are invisible in Demodesk but are still counted for fair distribution in routing and buffer events will have the same visibility setting as the main event.
4. Scheduling Page
The Scheduling Page helps you automate the booking process by letting your customers book meetings on their own. You can also add this link to 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.
Restrictions
Minimum Booking Notice: Sets the minimum amount of time required before a meeting can be booked. For example, a setting of "2 hours" means customers must book at least 2 hours in advance.
Meetings Can Be Booked in Advance: Defines how far into the future customers can schedule meetings. For instance, "4 weeks" allows bookings up to four weeks ahead.
Only One Booking in Advance: Prevents customers from booking multiple meetings with the same email address. This ensures fair access by allowing only one active booking for a meeting type at a time.
