Skip the Wait: Book Meetings Faster with Shared Availability
Transform the way you bring team members and external attendees together with CalendarHero’s shared availability features.
Organizing meetings between team members and external attendees is rarely easy.
More often than not, you’re stuck in a long back and forth email chain with all your invitees to determine a mutual time and date for everyone to meet. And far too often its your internal team coordination that can keep a customer or candidate waiting to hear back from you.
We all know that when it comes to selling and hiring quickly waiting is not great for business.
67% of consumers want a response to their customer service questions within 24 hours (Source).
64% of candidates have accepted another offer because they waited too long to hear about a preferred role (Source).
So, if you want to schedule group meetings faster, and definitely don’t want to keep important stakeholders waiting, we have good news. We’ve released shared availability features: on-behalf (internal & external), round robin, and collective to speed up the way you bring groups together.
So, let’s explore the CalendarHero shared availability features that will save you much-needed time.
Feature 1: On-behalf (Internal or External)
On-behalf is the simplest way to schedule meetings on behalf of team members or external attendees, such as clients or hiring managers. With the on-behalf feature, you can swap out your availability and use a colleague’s availability instead of your own when scheduling a meeting for them.
External on-behalf makes it possible to book a meeting on behalf of any invitee who is not an internal member of your organization.
The on-behalf feature is especially beneficial for recruiters, sales teams, and executive assistants who frequently organize meetings for other team members or external clients.
If you’re an EA, now you can schedule C-level executives without any disruption to their workday (or yours). The meeting request will automatically include the availability of the team member you select and the meeting will appear in their calendar once booked.
With this feature, BDRs can seamlessly schedule customer meetings on behalf of other sales colleagues. For instance, once a prospect is qualified, you can directly set up a meeting between the qualified prospect and a specific account manager on your team.
With the on-behalf option, the meeting ownership is automatically transferred to the designated team member or external invitee and added to their calendar automatically. All attendees will receive automated reminders from CalendarHero about the meeting, so you don’t have to worry about following up with manual reminders.
Feature 2: Round Robin
Let’s say you have a customer who has requested a product training. You’re a qualified representative who can take the call, but so are at least two other people on your customer success team.
Rather than doing the when-are-you-free dance with your internal team to book a customer meeting, you can use our round robin feature instead.
Round robin makes it easy for meeting invitees (like your customer) to choose a time with any available member of your team. Round robin optimizes for availability, which gives invitees the best chance of scheduling a time that works for them.
Once the attendee picks a time and the meeting is locked in, the meeting ownership is automatically transferred to the available team member. That way team members who weren’t available won’t be disrupted by unnecessary meeting notifications. Plus, if you’re just organizing the meeting, you can choose to include or omit your own availability by adding or removing your name.
Want to give your invitees more say on who they meet with? You can enable the option to allow invitees to select who they meet with. That way, invitees will be able to view availability of all available team members or filter the view by a specific team member.
Round robin eliminates the back and forth of coordinating team members and connects important attendees like customers or candidates to your team faster, so that you can sell and hire faster.
Feature 3: Collective Availability
The easiest way to get internal team members together for an important external meeting is to use collective availability. This is the team feature that ensures that everyone that needs to be a part of a particular meeting is actually available.
Whether you’re a recruiter that is looking to coordinate the hiring team for a candidate interview or a sales rep inviting product and engineering team members to a client demo, collective availability helps you schedule those meetings faster.
With collective availability, you can pool specific team members’ availability and only show your external invitees times when all those team members are available.
This makes it easy for invitees to instantly book a time that’s convenient for them and ensures all your required team members can make the meeting.
Once the meeting is booked all the invited members will be added to the calendar event. And just like round robin, you can omit your availability if you are simply the meeting organizer and not actually attending. collective availability saves you from having to manually reach out to team members for their availability and ensures important group meetings are scheduled as quickly as possible.
Learn More About collective availability
Make group scheduling work for you
Scheduling group meetings between team members and external attendees doesn’t have to be hard.
CalendarHero is built to help you work faster by automating your entire meeting scheduling process. To enable any of our new shared availability features, simply open an existing meeting type or create a new meeting type.
CalendarHero has many smart features to help you book meetings faster, but if you want to experience these powerful team scheduling features, upgrade to the Team Plan.
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