With ScheduleOnce, you can automatically distribute bookings to Team members according to rules you define. Rules can be defined for Master pages using Rule-based assignment, and can either be Dynamic or Static.
We recommend that when you create a new Master page using Rule-based assignment, you always use Dynamic rather than Static rules. Dynamic rules give you more flexibility, allowing you to create rules and associations that can be different for each one of your Master pages.
When you use a Master page with Dynamic rules, you can also generate one-time links which are good for one booking only, eliminating any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying Booking page. One-time links can be personalized, allowing the Customer to pick a time and schedule without having to fill out the Booking form.
In this article, you'll learn about using Dynamic rules.
To set up a Master page with Dynamic rules, you must be a OnceHub Administrator.
Setting up a Master page with Dynamic rules
- Create a Master page by clicking the Plus button in the Master pages pane.
- In the Scenario field of the New Master page pop-up, select the Rule-based assignment scenario (Figure 1).
- Populate the pop-up with a Public name, Internal label, Public link, and an image if you choose. Then, click Save & Edit. You'll be redirected to the Master page Overview section to continue editing your settings.
- Go to the Assignment section of the Master page.
- In the Rule types section, select Dynamic (Figure 2).
- In the Event-based rules section, click Add rule.
- Select which Event types will be offered on your Master page (Figure 3). For each Event type you want to add, you'll need to add a new rule. Master pages with Dynamic rules can only include Event types configured to Automatic booking and Single sessions. Learn more about conflicting settings when using Dynamic rules
- Next, use the Primary team member drop-down to select who will provide your Event types. The Primary team member can be a specific Booking page or a Resource pool.
- If your Event type requires multiple Team members from your organization, use the Additional team members
drop-down to add them.
NoteThe same Resource pool cannot be selected as the Primary team member and as the Additional team member in a single rule. Learn more about conflicting settings when using Dynamic rules.
- Reorder the Event types to make sure they appear on your Master page in the order that you want. You can move a row up or down by clicking on the left side of the row and dragging to the position you want (Figure 4).
- Click Save.
Scenarios with Dynamic rules
There are a wide variety of scenarios that Dynamic rules allow you to create. Here are some of the most common.
One-on-one meetings with prospects and Customers
When you conduct one-on-one meetings with prospects and Customers, you may have multiple Team members who are capable of conducting the meetings. For example, your Account Executives might conduct product demos, or your Customer Success Managers might conduct onboarding sessions.
Using Dynamic rules, bookings can be automatically assigned to Team members in a Resource pool. Bookings will be assigned according to the distribution method you choose for the pool, whether via Round robin, Pooled availability, or Pooled availability with priority.
Meetings with multiple Team members simultaneously
You may offer meetings that need the participation of multiple Team members from your organization. For example, a consulting firm might need a team of consultants to attend a meeting, or a university conducting admissions interviews might need multiple faculty members and professors to attend the interview.
With Dynamic rules, you can create Panel meetings with multiple Team members. Each Panel meeting has a Primary team member who is the owner of the meeting. You can select any number of Additional team members to participate in the meeting. You can select specific Booking pages to participate in your meetings, or Resource pools to automatically assign a Team member. When Customers visit your Master page, they will only see availability for the possible panel combinations.
Scheduling one-off meetings using one-time links
When you use a Master page with Dynamic rules, you can generate one-time links which you can send to your Customers to schedule bookings with you. One-time links are good for one booking only, eliminating any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying Booking page.
For example, you may have a Customer who wants to schedule a Support meeting to resolve a specific issue. However, you want to restrict access to your Support team because their time is limited. You can send this Customer a one-time link to schedule a booking for this specific issue.
After the Customer schedules the booking, they won't be able to use that one-time link to schedule bookings for any other issues.
NoteIf you change the Rule type of your Master page from Dynamic to Static, Customers will not be able to use any one-time link that you previously generated.
If a Customer used the one-time link to make a booking before you changed the Rule type from Dynamic to Static, that booking can be canceled but not rescheduled.