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Overview

Events are re-usable templates that allow users to book meetings by customizing details such as meeting location, meting duration, rep availability, notifications (confirmations & reminders), and more. Default supports the following types of events:

  • Personal event
  • Team event
  • Group event

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Types of Events

  • Personal events: Personal events are used for meetings between one host and a single invitee. These should not be used for routing purposes.
  • Team events: Team events work in tandem with a queue, either a round-robin or max availability, and are responsible for booking meetings with one meeting host and one attendee.
  • Group events: Group events work in tandem with a queue, either a round-robin or max availability, and are responsible for booking meetings with one or more meeting hosts and one attendee. Queues can be used as a meeting host / additional host for a group event.

Default supports webinar events— webinar events allow more than one booking per slot.

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Important Teriminology

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Meeting Host

A meeting host is the designated member identified by Default as the organizer of the meeting.

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Additional Hosts (Group event only)

In a group event, Default supports additional hosts. Additional hosts can be marked as either optional or required. If optional, their calendar availability is not taken into account for scheduling.

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Event Buffers

“Invisbile” blocks that are added to a calendar by Default. Buffers keep Default from booking meetings immediately before or after a Default-booked event.

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Notice Periods

Notice periods refer to the minimum number of hours a member must be given, at the event level, before a meeting can be booked.

Scheduling links from Default, used outside of workflows and enable leads to book meetings via a link.

Booking links support the following questions: email, first name, last name, phone, company, and website.

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Notifications (Confirmations)

Configurable templates that are sent by Default once a meeting is scheduled.

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Reminders

Configurable templates that are sent by Default as a reminder for an upcoming meeting.

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Configuration

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Step 1: Go to Scheduler > Events

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Go to Scheduler > Events

In your workspace, go to Events and create a new event / or update an existing event.

If you’re creating an event, you’ll need to pick which type of event -

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Step 2: Set Event Details

Set Event Details

  • Event name: changing the event name will update what your lead sees on the scheduler.
  • Event description: changing the event description will update the description (right below the event name) on the scheduler.
  • Meeting duration: leads have the option to pick 30, 45, 60, or custom for the duration.
  • Conferencing provider: the recommended action is to keep it set to User / workspace preferred conferencing provider.
  • Max attendees: used for webinar type events or office hours, where you wish to encourage bookings of more than one lead to one host.

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Step 3: Set Hosts & Invitees

Set Hosts & Invitees

  • Allow additional participants: allow leads that book a meeting to invite additional participants to your meeting.
  • Add external participants: specify an attendee to add to your meeting. The attendee can be added as optional or required. If marked as required, Default takes the additional attendees’ calendar availability into account.

Meeting hosts can be set for group events. In a group event, both the host and additional participants can be added as queues.

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Step 4: Set Scheduling Settings

Set Scheduling Settings

  • Scheduling type: options are indefinitely into the future, days into the future, or within a set date. We recommend days into the future, and selecting >= 7 & <=14. This means that leads should schedule within the next 1-2 weeks.
  • Event buffers: option to block off additional Default calendar bookings before and after scheduled meetings. Recommended for reps as meetings tend to run long.
  • Notice period: the minimum advance notice required before Default can book a meeting on a member’s calendar.

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Step 5: Set Availability

Set Availability

  • Timezone: pick your timezone for event availability.
  • Days: add available slots for each day Monday - Sunday. Multiple slots can be added per day.

This override affects all users associated with this event, regardless of their personal availability configurations

Booking Link Options

  • Custom link URL: customize your scheduler (booking link) url when sent via email.

Format for scheduling link is: scheduler.default.com/workspace-name/queue-or-event-name.


Unedited link: scheduler.default.com/event-id/member/member-id

Edited link: https://scheduler.default.com/default/sidd-gupta/cs-office-hrs

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Step 7: Communications

Communications

  • Calendar invite: set a calendar event title, calendar event description
    • Supported dynamic variables for: {{ guest }} , {{ host }}, and {{ meeting }} data.
  • Notifications: set subject and body for both host and guest notifications. Notifications are sent when meetings are booked.
    • Supported dynamic variables for: {{ guest }} , {{ host }}, and {{ meeting }} data.
    • Support to remove Default branding for emails.
  • Reminders: create a template to send for scheduled meetings. Configure reminder templates here.

Use {{ }} to enter variables into the the Default calendar / notifications / reminders.

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FAQ