Meeting Scheduler provides reps with a complete automated workflow for booking meetings with customers and prospects, eliminating the back and forth emails in booking a meeting by creating a scheduling link you can send to your recipients, which allows them to book meetings directly on your calendar.
To set up Meeting Scheduler, open a new email message and click on the calendar icon in the Yesware Sidebar to launch the Meeting Scheduler menu. Next, click the gear icon to open up the Meeting Scheduler settings.
Here, you can set the stage for your meeting link, which you will send to prospects or customers to book a time on your calendar.
Display Name: Enter what name you want to appear when an individual goes to book a meeting with you. It will say "Book a time with Display Name."
Welcome Message: In this area, you can type out a greeting or instructions to your recipients, leave the default "book a meeting with me!," or even leave blank, if you'd prefer.
Meeting Link Text to Display: This lets you insert pre-hyperlinked text into your emails. Decide how you want to present this specific scheduling link to your prospects and customers by linking a phrase. You might consider something like, "Click here to book a meeting with me."
My Calendar Link URL: This lets you create a custom URL that will direct your recipients to a page to book a meeting with you.
Prevent Last Minute Meetings: Use this setting to prevent your recipients from booking meetings at the last minute. You can configure a limit of minutes or hours based on your preference! For example, if it is 3:29 pm and you set your Last Minute Meeting Protection settings to one hour, your recipients would not be able to book a meeting with you until 4:30 pm. If you want a full day's notice before having a meeting booked on your calendar, enter 24 hours in this setting.
Working Hours: Block off the times you are unavailable so you have complete control over who books meetings with you and when. Don't want to take meetings on Fridays? Uncheck that box.
Don't forget to save by clicking "Save Details" in the upper right.
From here, you'll want to establish Meeting Types. Create meeting types that reflect the different meetings you routinely have – think Intro Calls (30 mins), Demos (60 mins), etc. You’ll be able to send specific meeting types to your invitees or give them the option to choose from all of your meeting types. You can create as many meeting types as you'd like, but we'd recommend you limit it to four.
To get started, click "Create Meeting Type."
Meeting Type Name: Here, categorize what type of meeting this will be by giving it a clear, concise name like "Demo," "Discovery Call," "Quick Connect," or "Account Review."
Meeting Duration: When your recipient selects this meeting type, how long do you want it to last? For example, you'd probably want to make "Quick Connect" be a 15 minute long meeting.
Meeting Description: Let your recipients know what this meeting will be about, including any agenda items if you have them.
Default Hyperlink Text: This lets you insert pre-hyperlinked text into your emails. Decide how you want to present this specific scheduling link to your prospects and customers by linking a phrase. You might consider something like, "Click here for a product demo" if you're creating a Demo Meeting Type.
Direct URL to Meeting: This lets you create a custom URL that will direct your recipients to book this specific meeting type.
Finally, click "Save Meeting Type" at the bottom of the page.