Instantly Schedule Meetings with your Collaborators

Now, it’s easier than ever to collaborate with the people you work with the most. Our latest product update allows any contact, inside or outside your organization, to share their calendar availability with you, so you can schedule meetings with them or for them instantly.

Successful collaboration happens when you’re able to bring the right people together at the right time. It’s easier said than done, especially when working remotely, but with the right process you can effectively book meetings with key colleagues without any back and forth emails. 

Our latest feature, Collaborators, is designed to ease your collaboration efforts and make meeting coordination between you and your contacts a breeze. With Collaborators, you can now invite your colleagues, including those outside of your organization, to securely share their calendar availability with you. 

This new feature will not only make meeting scheduling effortless but also allow you to schedule meetings on behalf of your collaborators as well. With Collaborators, you’ll gain access to powerful scheduling options typically reserved for CalendarHero team plan users…until now. Best of all, Collaborators is a free feature.

Ready to make use of this dynamic feature? Read more to find out how Collaborators can help you coordinate meetings easily and quickly. 

Finding a Time to Meet 

Right now, when you schedule a meeting with with someone who isn’t a CalendarHero user, you can choose to share a scheduling link or an automated email meeting request. Your invitee will then review your open time slots (based on your real-time availability) and choose a time that works for them. It’s an effective way to schedule a meeting, especially for contacts outside of your network like a new sales prospect or job candidate. 

However, for contacts that you schedule meetings with often, such as clients, vendors, or colleagues in other departments, you’ll want to use Collaborators to make finding a time to meet seamless for everyone.

Any contact that you invite to be your collaborator will be able to securely share their real-time availability with you, which will make the process of finding a time to meet instant. CalendarHero will compare your calendars and only show your collaborators time slots where you are mutually available. 

The Collaborators feature will help you and your invitees avoid scheduling conflicts right away, and lock in your meetings in seconds. As the meeting creator, you’ll also have the option to simply choose a mutual time slot for your next meeting with a collaborator to book it immediately. Previously, this was functionality that only users on the same CalendarHero Team plan account were able to do.

Accessing the Full Power of CalendarHero

Not only does the Collaborators feature find mutual meeting times faster, but it also gives you access our shared availability options with your collaborators. Up until now, shared availability options were only available to users within the same CalendarHero Team account. However, with Collaborators, you’ll be able to access these options to simplify the most complex types of meetings with powerful functionality. 

Here’s what you can now do: 

On-Behalf — Use a collaborator’s availability instead of your own to schedule a meeting for them 

Round Robin — Assign a meeting with an external contact to any available collaborator and/or team member

Collective — Use the unified availability of your collaborators and/or team members to schedule a meeting with an external contact 

As you can see, shared availability options open up more flexibility and efficiency for your meetings between multiple parties. The ability to use these features is one of the most significant benefits of adding collaborators to your account.

For instance, a recruiter can now invite hiring managers to become collaborators, so that they can use On-behalf to automatically schedule candidate interviews for them.

With Collective, a consultant can more easily organize group meetings between a client and any team members they’ve added as collaborators. Additionally, they can create a scheduling link with the Round Robin option turned on to distribute client discovery calls to any available collaborator. 

With Collaborators, you’ll be able to cut back on the emails and time that complex meetings would have normally required while increasing the speed of your meeting workflow. To access shared availability features with your collaborators, you’ll need to make sure you’re on the Professional or Team plan. 

Inviting and Managing Collaborators 

Ready to add a collaborator? Login to your CalendarHero account and go to “My Collaborators” found under “My Profile Settings”. From there, you’ll find a unique invitation link that you’ll be able to share with any contact inside or outside of your organization. When your contact accepts your collaborator invitation, they will be invited to create a free CalendarHero account.

Once a collaborator has been successfully added, CalendarHero will notify you by email and the contact will appear in your Collaborators list. You’ll also appear in their list, so that they always know who they’ve shared their calendar availability with. 

Keeping privacy and security top of mind, you and your collaborators will not be able to see the event or meeting details in each other’s calendars. In your CalendarHero meeting requests, CalendarHero syncs with your collaborators real-time availability and only presents free time slots. This ensures that your collaborators’ calendar details always remain private, so they can feel assured and confident when sharing their availability with you. 

At any point, a collaborator can also revoke sharing permissions. This makes it easy for working relationships that are only active seasonally or for short periods of time. For example, a hiring manager can temporarily become a recruiter’s collaborator during a hiring period, and then revoke sharing once the open positions have been filled. 

Without a doubt, the Collaborators feature will transform your meetings with essential colleagues. Rather than overwhelming your invitees with meeting scheduling emails, our latest product update will help you focus more on the work that matters, together.