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How to create a Meeting Type on Meeting Scheduler

Transform the way you schedule and manage meetings!

More meetings mean more opportunities. Your leads should be able to schedule meetings with you as conveniently as possible. This should be an indispensable part of your sales process. 


But how do you avoid the back-and-forth to finalize dates with a prospect? How can you ensure that the right salesperson is assigned to the meeting? What happens when you have multiple leads to schedule meetings with? 


Meeting Type on Meeting Scheduler is your answer! With Meeting Type, your leads can submit important information relevant to the meeting, view available time slots on your calendar, and book a meeting with you effortlessly. 


All you need to do is set up a meeting type unique to each cohort of leads to seamlessly book meetings with you! 


Moreover, with intelligent meeting distribution like Round-Robin, you can ensure that the right salesperson is assigned to the meeting - boosting conversion rates significantly! 


Here’s how you can create a meeting type on Scheduler:

  • On Outplay, click the Scheduler tab on the top panel. 


  • The Inbound Leads page is displayed by default. You can click the Meeting Type option from the sidebar menu


  • On the following page, click Add Meeting Type


  • Under Add Meeting Type, you have five sections:
    • Meeting Details
    • Forms
    • Form Styling
    • Routing Rules
    • Settings

Meeting Details

In the Meeting Details section, you can enter a Meeting Title and a Description for your meeting in their respective fields. You can select the duration of the meeting as well. 



Forms

Under the Forms tab, you can:

  • Select an existing form by searching for the same. 


  • Click the Create New Form button and start building a form from scratch as well. 


  • In the Questions section, there are default fields that you can use for your form. These fields are for Name, Email Address, Company and Phone


  • You can use the Move icon to arrange the flow of the questions on your form. 


NOTE: You can edit or delete default questions as per your requirement. Simply hover over the question to reveal the Edit & Delete option.



  • You can find the Add Questions section to your right. 
    • Select the type of field you want to create on the form. 
    • Enter the question in the first field
    • In the Help Text field, you can enter tips to help the lead submit the right information. 
    • In the Placeholder field, you can enter directions, for example: Enter your email address here.
    • In the Question Identifier field, you can enter a name/ identifier for the specific question. Question Identifiers come in handy while creating routing rules for a meeting type.
    • Select the checkbox for This question is required if you want to set the question as mandatory to submit the form. 
    • Click Add


Form Styling 

In this section, there are 4 components on the form that you can style to match your brand style:

  • Headline & Description
  • Textboxes
  • CTA
  • Style


NOTE: Keep an eye on the Preview section to see how the form aligns with your brand style.


Headline & Description

In this section, you can define the purpose of your form by strategically composing the Headline and Description of your form. 


  • To do so, you can complete the fields for the section as per the table below:

Field

Description

Form Headline

Enter the headline of the form.

Header Color

Select the font color for the headline.

Header Font Size

Select the font size for the headline.

Form Description

Enter a description or summary for your form.

Description Color

Select the font color for the description.

Description Font Size

Select the font size for the description.


Textboxes

You can choose the shape for your text boxes in this section. You can select between:

  • Rounded - Edges
  • Rounded
  • Underlined
  • Sharp Edges


CTA

In this section, you can modify the Call To Action button on your form. 


  • You can enter the text for the CTA button. For example: Submit
  • Select the CTA button style to match the theme of your website or brand style. You can select between:
    • Rounded - Edges
    • Rounded
    • Sharp Edges


Style

You can play around with colors and fonts of elements on the form to match your brand style.

Under Text Style, you can complete the fields as the table below:

Fields

Description

Select Font

Select the font style for the form. 

Label Color

Select the color for the text on the form, such as the questions.

Label Font Size

Select the font size for the text on the form.

Input Text Color

Select the font color for the text entered by the lead. 

Input Text Font Size

Select the font size for the text entered by the lead. 


 

Under CTA Style, you can complete the fields as the table below:

Field

Description

Color

Select the color for the CTA button.

Button Size

Select the size for the CTA button.

Font Color

Select the font color for the text displayed within the CTA button.

Font Size

Select the font size for the text displayed within the CTA button.




Routing Rules

  • Click the Routing Rules tab. 


  • Under Meeting Distribution Type, you can choose Random or Round Robin.
    • Random Selection: When this option is selected, the meeting will be assigned to a team member in no particular order or criteria. 


    • Round Robin Selection: When this option is selected, you have two options: 
      • Without Routing Rules: With this option, the meeting is assigned to a team member with the least number of meetings.
      • Enable Routing Rules: With this option, the meeting is assigned to a team member when the preset criteria are met. For example, you can set a rule where the email address does not contain @xyz.com.
    • You can also choose to assign meetings that do not satisfy the preset criteria to specific team members/ teams. 


TIP: When more than one routing rule is created, you can change the priority of a rule by arranging the rules in an order of your preference. The order in which they appear sets the cadence of the rules. You can use the Move icon to rearrange your routing rules.


Settings

  • Under Settings, you can enable the checkbox to send an email notification to the lead for the meeting. You can select the mailbox from which you want to send the reminder email to the lead. 


  • You can enable the toggle for Customize Thank you Message or Page Redirect option
    • If you select the Display a Thank You Message option, you can display a personalized note for the lead after they book a meeting. 
    • If you select the Page Redirect option, you can enter the URL for the page.


  • If you want to assign an existing prospect/ lead to its owner, you can enable the toggle for Assign meeting to prospect/lead owner if prospect/lead already exists


  • In the Meeting Booking Option, you can choose to display your available slots to the lead to book a meeting or manually book a meeting later. 


  • After the essential fields have been filled and the options have been selected, click Save


The Meeting Type is created and saved.