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Seat type change: What to do when moving from "Meeting" to "Scheduling"
Seat type change: What to do when moving from "Meeting" to "Scheduling"

This article outlines the steps you should take when transitioning your seat type from "Meeting" to "Scheduling"

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

If you're in the process of transitioning your Demodesk seat type from "Meeting" to "Scheduling", we recommend reading this article as it outlines the steps that should be followed for a seamless transition.
In general, company admins have the ability to adjust the seat type of your team members based on your subscription plan. There are three distinct subscriptions: Meeting, Scheduling, and Collaborator (as depicted in the image below). It's important to note that each seat type variant offers unique attributes and features.

  1. With a Meeting seat type, you gain the ability to host, schedule, and shadow meetings.

  2. Opting for a Scheduling seat type limits you to the scheduling feature set exclusively.

  3. The Collaborator seat type is a special license for admins and leadership personnel which can be part of your contract. It allows you to shadow meetings.

Learn more about the feature sets per seat type here.

Note that admin access is not determined by seat type, but by user permissions.

Within this article, the subsequent aspects are detailed:

Moving from Meeting to Scheduling

If you are transitioning from "Meeting" to "Scheduling", please proceed with the following steps to edit your meeting types:

Step 1: Edit meeting location
Initiate the process by modifying the meeting location in your meeting types (e.g., switching from a Demodesk meeting to Google Meet, as illustrated in the image below).

Step 2: Edit content

Upon selecting an alternative meeting location, you might encounter a prompt asking whether you wish to retain your customized content, such as the email invite description, or agree to overwrite it. This is due to the fact that certain information or specific tokens might no longer be applicable when changing the location.

This modal will not show if you have not modified the default meeting type content.

⚑ Pro Tip: Generally, it's advisable to choose the "Keep" option, as this will preserve all custom phrases and notifications. Nonetheless, there's a possibility that certain information is outdated or specific tokens cannot be filled anymore. For instance, the token "Meeting conference phone" will become obsolete if a non-Demodesk meeting location is chosen. When this occurs, the token will be highlighted in red as shown in the image below.

If you choose to keep the content customization, please review all notifications. This includes: Meeting description, email invite, email reminder, follow-up reminder, and email invite for the booking confirmation.

Note: The "Overwrite" option will discard all customized content and apply Demodesk's default content (including valid tokens) for the respective meeting location. More information about tokens can be found here.

πŸ“– Good to know: The token "Meeting location" will always use the correct meeting link no matter the meeting platform you are using.

Important notes: Team member assignment & other video conferencing tools

Please always ensure that members assigned to the specific meeting type possess the appropriate licenses and have the necessary video conferencing tool enabled. It's important to note that a meeting type (incl. its booking link) could become invalid if all members lack the required access to Demodesk or the desired meeting platform (see below).

Users must connect their video conferencing tools individually. Here are instructions on how to do it for the different tools:

For instance, when transitioning to Microsoft Teams, it's essential to notify your team members to connect their Teams accounts individually, before making any changes to the meeting type configuration. By navigating to Profile > Teammates > Integrations, you can readily view the integrations enabled for each team member, as depicted below:

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