Coordinating Panel meetings

When you invite a Customer to self-schedule or you schedule on behalf of a Customer, InviteOnce gives you the ability to create a Panel meeting by selecting any number of Team members, Rooms, and Resource pools to assign to the meeting. This enables Customers to meet with multiple Team members simultaneously.

In this article, you'll learn about creating Panel meetings when scheduling a meeting. 

Assign independent Team members directly to a meeting invitation

This setup is useful for Panel meetings that require a very specific combination of Team members. When you assign specific Team members to a meeting, available time slots are retrieved from all Team members' calendars. In this case, meetings can only be scheduled at a time when all Team members are available. 

To schedule a meeting for other Team members, select their names from the Team members drop-down in Step 1 of the Invite to self-schedule or Schedule on behalf process (Figure 1). You can select any number of Team members to assign to the meeting. 

Figure 1: Team members drop-down

Add one or more alternative Team members to a meeting invitation 

When you add one or more alternative Team members to an invitation, the availability of all selected Team members is pooled. When a time slot is selected by you or the Customer, only one of the available Team members is assigned to the meeting. This configuration is useful when more than one Team member is able to conduct a meeting and you would like to maximize time slot availability. 

To add an alternative Team member to your meeting, click (Add alternative) next to the name of the Team member who is already assigned (Figure 2). You can add any number of alternative Team members to a meeting.

Figure 2: Add alternative Team member

Invite an Optional team member to join the meeting

This is an additional field, accessible from the action menu (three dots) at the bottom of this section. When you assign an Optional team member to the meeting, they will be added to the meeting regardless of their availability. For example, if you need a Team member to be invited to the meeting but do not want their availability to have an effect on the time slots available, you can add them as an Optional team member. 

To add an Optional team member to your meeting, select Add Optional team members from the action menu (three dots) in Step 1 of the Invite to self-schedule or Schedule on behalf process (Figure 3).

Figure 3: Add Optional team members

Add one or more Resource pools to the meeting 

When you add one or more Resource pools to an invitation, the meeting will be assigned to a Team member based on the Resource pool's Assignment method.

For example, an Account Executive at your company has just completed a successful discovery call with a prospect and would like to schedule a product demo for them. Since they cannot do the demo alone, they need one of the Sales Team members to join the call. The Sales Team members are part of a Resource pool with Pooled availability (to present maximum availability to the prospect). 

The Account Executive can create a Panel meeting by directly assigning the meeting to both herself and the Sales Team members Resource pool. 

Learn more about InviteOnce Resource pools

Time conflicts

When you schedule a Panel meeting, the availability of all assigned Team members is used to calculate available time slots. If you are scheduling on behalf of a Customer and there are not enough available time slots, you have the option to view conflicting time slots and schedule the meeting anyway. This is also useful when a Customer wants to schedule the meeting for a time that does not appear as available. 

If a Team member has a supported calendar connected to OnceHub, you can view the availability of the Team member. The specific details of any conflicting event will remain private. InviteOnce supports Google Calendar, Office 365 Calendar, Exchange/Outlook Calendar, and iCloud Calendar.

If the Team member does not have a calendar connected to OnceHub, you can view the conflicting event if you have more than free/busy access to the Team member's calendar. 

Note Retrieving availability using calendar sharing is not supported for iCloud Calendar.

Learn more about understanding time conflicts

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