Demodesk scheduler

Reduce manual effort and making mistakes by scheduling meetings for you and your colleagues via the Demodesk Scheduler

Demodesk Support avatar
Written by Demodesk Support
Updated over a week ago

Scheduling works best if you connect your calendar here - then Demodesk can take your existing calendar events into account.



To go to the Demodesk Scheduler, select “Schedule meeting” on your Demodesk meeting overview page. Your default meeting type will be selected. You can easily change the meeting type by selecting another one from the meeting type sidebar.

If you have a lot of meeting types, we recommend using the search bar on the upper left side:

Depending on the meeting type selected, you either see the team’s or your own available time slots in the scheduler. The team member drop-down above the calendar shows which availability you are looking at:

The meeting type also determines which Playbook will be preloaded in your meeting.

If a meeting type with several team members is selected, we display by default the availability of everyone in the meeting type if you are not part of the meeting type. You can select one or more team members to see when they are available. If you are part of the meeting type or when selecting a personal meeting type, we display your availability.

Depending on whether flexible or strict round-robin is enabled in the Meeting type, you will be able to select one person as the host directly (flexible), or only allow Demodesk to pick the host based on team members’ availabilities (strict). Find more information about flexible and strict round robin here.

Availability vs. Calendar view

Demodesk offers two views in the Scheduler: The availability and the calendar view.

To see at one glance where at least one person from the selected meeting type is available, choose “Availability”. Red blockers indicate that no one from the meeting type is available.

If you want to see more details about the meetings, switch to “Calendar”. There you will see times, meeting names, and also if a meeting was scheduled via Demodesk (we display a small Demodesk logo next to all Demodesk meetings). Every team member has a different color, so you can see which meetings belong to whom (open the team member dropdown to see which color belongs to which team member).

Schedule a meeting

When you select a time slot, a dialog will pop up. It contains the meeting details that you defined in your meeting type.

You want to change the details? No worries, here is how you can modify them:

  • Change the name of the meeting at the very top of the dialog. Use tokens for automatic personalization.

  • To change the Playbook, simply click on the name of your current Playbook and choose the one you would like to have instead.

  • After choosing the host, add teammates by selecting them via the team member drop-down (not possible for personal meeting types).

  • Add your guests. You will need their email, first and last name.

    • Be aware that Demodesk will personalize the invite to the first guest only.

    • If you are connected to a CRM, you can also search for contacts that have been created in your CRM before. (Check these articles for our integrated CRM systems: Salesforce, Hubspot, other apps)

  • Lastly, choose whether you want to send out email and calendar invites. They can also be changed by clicking on them. Adding CC and BCC recipients is possible. To do so, fill in their email addresses in the respective fields.

  • Click on “Schedule meeting” and you are done!

Meeting detail view

You get there by selecting a meeting from the Meeting overview page or selecting "Edit" from the three-dot menu:

From here you can:

  • reschedule a meeting

  • update the calendar description of a meeting

  • add team members to the meeting

  • add guests to the meeting

  • prepare your Playbook

Reschedule a meeting

If you want to reschedule a meeting in Demodesk there are two ways:

  1. Select a meeting from the Meeting overview page. There you’ll get into the meeting detail view where you can adjust a couple of things and also reschedule the meeting.

  2. Use the three-dot menu of the respective meeting and select “Reschedule” which will directly bring you to the rescheduling view.

Did this answer your question?