Collective Booking Calendar

Streamlines scheduling for group meetings by integrating individual team members' availability into a shared calendar.

Updated: October 21, 2024

What is collective booking?

Collective Booking is a feature that enables scheduling meetings involving multiple team members simultaneously. It integrates individual team members' availability into a shared calendar, allowing for unified scheduling. This feature facilitates seamless group interactions, perfect for collaborative sales calls

• How does a Collective Booking work?
• How to Create a Collective Booking Calendar
• Primary Owner
• How would the Notifications work?
• FAQs

How does a Collective Booking work?

The Collective Booking calendar allows multiple users or team members to share a common calendar. When someone wants to schedule an appointment with the team members, they can see available time slots based on their combined availability in the collective booking calendar.

How to Create a Collective Booking Calendar

1. In your account, navigate to Settings > Calendars >  Click on "Create Calendar" and Select "Collective Booking"
2. Add the mandatory details for this calendar
   1. Calendar Name
   2. Select Team members (A minimum of 2 team members are required for a Collective Calendar)
   3. Custom URL - add a slug, no spaces only dashes and periods as needed
   4. Meeting Location - This is not mandatory but recommended. If no meeting location is added, then the Custom Meeting location for the primary owner would be taken as default.
3. You can click on "Confirm" and your Collective Calendar will be created.
   1. To customize the Calendar Settings, you can either click on the "Go to advanced settings," or once the calendar creation is done, you can click on Edit calendar which would take you to the advanced settings.
      
      

Primary Owner

A primary owner in Collective booking would be that team member who would lead the appointment. The primary owner would also be the Appointment owner, and if the contact assignment is enabled then the contact would get assigned to the primary owner. 

By default, the first team member added to the collective booking would be made the primary owner and the primary owner in the Collective booking cannot be deleted. 

Change Primary Owner

To change the Primary owner

1. Go to Advanced Settings/Edit Calendar ➝ Meeting Details
2. You would see the option "Make owner" against all the team members who are not currently Primary owner
3. Click on "Make owner" against the team member whom you want to make Primary Owner
4. The owner would change and would be indicated with the "Owner" label next to them

How would the Notifications work?

Question: How many team members can I add to a single collective booking calendar

Answer: You can add up to 100 team members in a collective calendar, although please remember the more team members lesser the chances of finding available slots across all of them

Question: Can I remove a team member from an existing collective booking calendar?

Answer: You can remove any team member from the collective booking calendar except for the Primary owner. In case the team member you want to remove is a Primary owner, change the ownership from that user and then you would be able to remove the team member.

Question: I have changed the primary owner of the collective booking calendar, but for the existing appointment, I still see the old primary owner; why?

Answer: The details of the booked appointment would reflect based on the Calendar settings, which were there when the appointment was booked. Any appointment booked after the changes would start reflecting the changes. 

Question: Is there a way I can change the Primary owner for an already-created appointment?

Answer: No, there is no way for users to change the details of an already booked collective appointment. 

Question: Can I edit/reschedule a booked collective appointment?

Answer: Yes, you would be able to edit the details of the collective booking appointment. However, you could not change the team member details for the booked appointment.