Meeting Scheduler

Customize the Groove Scheduler for your team!

Sanika Lakka avatar
Written by Sanika Lakka
Updated over a week ago

Groove's Scheduler is a powerful feature because it helps your team avoid getting stuck in the back and forth of emailing a customer to nail down a time to meet. Instead, use Scheduler to lock down a meeting time with just a few clicks! 

We want to make sure you can get the most out of Groove's Scheduler, and that involves making sure you configure the right settings so that you can enhance your team's experience with using it and help to develop their customer interactions.

Click here to start configuring your team's Meeting Scheduler!

Note: This article applies to both G-Suite and Microsoft 365 customers. The differences are noted in the individual sections.


In this Article you will learn how to configure:


Custom Branding

Customize the branding of your scheduler to get a more professional look!

  1. Add Your Logo to your scheduler to promote your company branding to prospects and customers. Insert a URL of your company Logo and make sure that you use a .png, .jpeg or .jpg file. Here is an example of a URL format you could use:

  2. Change your Accent Color to match your company's colors! The accent color of your choice will highlight the days that are marked as available on your calendar. **Make sure you don't make this accent color white (#FFFF) so it doesn't get hidden on the white screen.


Customize Scheduler Form Fields

Configure which fields you want to appear in the scheduler Form Fields so that your team can collect the relevant customer information you need for any meetings you book!

Click here to get to the customize form fields page in the app.

Admin Configuration

As an admin, you can create or delete default and custom fields for your team to use within each of their meeting types.

Default Fields

Default fields apply to all existing meeting types in your entire organization, as well as any newly created meeting types. You can either create Text or Checkbox fields depending on what info you want to gather. If you delete a field, it will be removed from every meeting type. Users will see these fields by default in all meeting types, and will have the options to make them required for their end-user to fill out, or remove them from a meeting type (explained below). 

Note: Name and Email fields are NOT deletable or editable

Custom Fields

You can also create Custom Form Fields in the same way you can create Default ones. The custom fields will not appear by default in the list of fields that are displayed in each meeting type. Your users can select them and make them required for their end-user to fill out. This way they can customize their meeting types in the way they want to.

Note: the Name and Email fields are always required.

User Configuration

Users can configure the scheduler form for each meeting type. When editing or creating a new meeting type, users will see the default fields that you have configured for them. They have the options of removing any field (besides for Name and Email), or adding any custom (optional) field that you have configured for them. Users can also make any of these fields required for their end-user to fill out.

Important: Users are able to configure their Scheduler form per Meeting Type, but the configurations only apply to when they are using their Groove Scheduler Link. If they are using the "Add Specific Times" feature, the Meeting Types are used as a template, and therefore not tied directly to the Meeting Type or form within that Meeting Type. For the "Add Specific Times" feature, all Default Fields will show up in the form for the end user to fill out.


Round Robin Groups

*This feature currently applies only to G-Suite customers

The Round Robin feature will help you maintain your team's flexibility by allowing customers to choose a time with any available member of your team, as well as evenly distributing meetings across your team. It’s great for connecting:

  • Leads with sales reps for intro calls and demos

  • New or existing customers with someone with the customer success or support teams

  • Connecting candidates with recruiters for phone screenings

Evenly Distributed Meetings:

When using Round Robin Groups, Groove will take the availability of all users in that group and present it to the prospect or customer. When they choose a time, Groove will find the subset of users who are available, then select the user with the lowest number of meetings in the group this month. If multiple users have the joint lowest amount, Groove will randomly select a user whose calendar to put the meeting on. This way, meetings are assigned evenly across the team, and in addition, the meeting counts for each group reset each month.

Adding a User to an Existing Group:

Since Round Robin Groups logic uses meeting counts on a monthly rotation, if a new user is added in the middle of a month, the logic will be reset at the time the user is added and all users in the group will have a fresh start in meetings counted from that point on until the end of the month.

Note: The meeting count totals for existing users in that month will not reset.

Round Robin Configuration:

Click Here to get to the Round Robin page in the app.

  1. Create a Round Robin Group from scratch or from existing Team in Groove:

  2. Add, Remove and Edit the list of people included in this Round Robin Group, and see how many meetings they've booked this month!

3. Add New Meeting Types for the Group as you have done before. Edit existing meeting types in the group by clicking the pencil icon.

4. Copy and Paste the overall scheduler link for the Group and inset it into your Groove Email Templates, one off emails, or your website and more!
**You can copy and paste the individual meeting type links to utilize as well.


Embeddable Scheduler

*This feature currently applies only to G-Suite customers

You can also book more meetings by embedding your teams scheduler link on your company’s website. Embed your scheduler right on your website so inbound leads and prospects can book a meeting with your team with ease! 

Note: This feature makes it possible keep your customer traffic stay on your website, rather than have them leave it to another page by clicking on a hyperlink :)

Click here to get to the embeddable scheduler page in the app.

There are two ways in which you can configure your embeddable scheduler, Inline and Popup:


  1. Select the "Inline" method. This method allows for the scheduler to show up in the website itself.

  2. Select who's scheduler will appear, either yours "Personal" or a Round Robin Group scheduler "Groups"

  3. Select the Meeting Type you would like to include for this Scheduler!

4. Click "Generate Code" to generate the iframe for that meeting type. This iframe will be used to embed the Scheduler inline.
5. Insert the src URL into the HTML of your website. Obtain the src URL from the generated code. Embedding Scheduler inline is as simple as adding the following HTML code:

<iframe src="your-meeting-URL"> </iframe>

6. Use the generated Code to act as a skeleton for styling your scheduler in your website however you want! Obtain the default styling from the generated code.

  1. Select the "Popup" method. This method allows for a customer to click a link to view the scheduler, without leaving your website.

  2. Select who's scheduler will appear, either yours "Personal" or a Round Robin Group scheduler "Groups"

  3. Select the Meeting Type you would like to include for this Scheduler!

4. Select Generate Code to generate the head tag to be used in your website and to get the code for the button that will be clicked for the scheduler to appear.

5. To use scheduler as a pop-up to show when a button is clicked. First, add the following code at the top of your Website:
<script src=">

6. Then Scheduler can be opened using the method:

<button onclick="'your-scheduler-link')">Click to Schedule!</button>

Did this answer your question?