Setting Up Collective Meetings in TidyCal

Setting Up Collective Meetings in TidyCal

Collective meetings allow multiple team members to host a single appointment together, perfect for consultations, interviews, training sessions, and collaborative meetings. Learn how to create and manage collective meeting booking types for your team.

What Are Collective Meetings?

Collective meetings are booking types where multiple team members participate as hosts in the same appointment. Unlike individual meetings or round robin scheduling, collective meetings ensure that specific team members are all present for each booking.

Benefits of Collective Meetings

• Team collaboration - Multiple experts participate in each session
• Comprehensive service - Combine different skill sets in one meeting
• Client confidence - Clients get access to your full team's expertise
• Efficient scheduling - Book complex meetings requiring multiple participants
• Coordinated availability - Automatically find times when all hosts are available

Common Use Cases

• Client onboarding sessions with sales and implementation teams
• Medical consultations requiring multiple specialists
• Legal consultations with multiple attorneys
• Training sessions with multiple instructors
• Technical demos requiring different team members
• Panel interviews with hiring managers

Requirements for Collective Meetings

Plan Requirements:

• Agency Plan (Tier 2) subscription required
• Team must be created and configured
• Multiple team members must be added to the team

Creating a Collective Meeting Booking Type

Follow these steps to set up your first collective meeting:

1. Navigate to Teams
2. Select your team and click Booking types
3. Click + Create booking type
4. Configure basic settings:
   • Booking Type Name: Choose a descriptive name
   • Duration: Set meeting length
   • Description: Explain what clients can expect
5. In the Team Settings section:
   • Select Collective Meeting option
   • Choose which team members will be hosts
6. Configure availability and calendar settings
7. Save your booking type

Understanding the logic is simple but powerful:

• Shared Unavailability: If even one person on the team is busy at a certain time, that time slot will NOT be shown as available.
• Example: You create a collective meeting with Person A, Person B, and Person C. Person A is busy from 2-3 PM. Therefore, no client will be able to book any time slots between 2 PM and 3 PM, even if B and C are free.

This ensures that a meeting is never booked unless every required participant can attend.

Troubleshooting Common Issues

Q: No available time slots are showing for my collective meeting?

A: This usually means the selected hosts don't have overlapping availability. Check each host's individual calendar and availability settings.

Q: One host didn't receive the meeting notification?

A: Verify that the host's email settings are correct and check their spam folder.

Need more help? Contact our support team - we're here to help!