By setting up your Groove Scheduler to your personal preferences, you'll be able to book meetings for yourself and your teammates very quickly. This article describes how you can customize your availability and meeting types, which automatically populate the details of an event that someone books on your calendar.

To start customizing your Groove Scheduler, click here or jump into your Scheduler Settings from Gmail:

Calendar Availability

Decide your working hours, or when you'd like your Scheduler Link to show that you are available for meetings. You can also include buffer times before and after events if to prevent back-to-back meetings:

Creating Meeting Types

Groove's Meeting Scheduler allows you to pre-configure "meeting types" which determine the title, duration, location, description, and other aspects of a meeting. You may usually set up a 30 min "Intro Call" as well as a 60 min "Product Demo"; both of these are perfect candidates for meeting types.

By default Groove already contains 4 meeting types. You can modify these or create your own custom meeting types. In order to do so, follow these steps.

  1. Jump into your Meeting Types
  2. Click the pencil icon to the right of an existing meeting type, or 'Add a New Meeting Type'
  3. Fill out all the fields, and Save

Note: you can update the properties of a meeting type at any time. Updates will only apply to meetings booked after you make changes.

Below is a list of each piece that you can customize in your meeting types:

Meeting Type: The unique name for your meeting type that will show up in the dropdown menu while inserting a Scheduler Link, or while inserting specific times.

Duration:
The length (in minutes) of the Google Calendar event that gets created when someone books a time with you.

Your Link: The unique URL for this meeting type.

Available for [x] days in the future: Decide how far ahead you’d like to be “available”. For example, if you want someone to book you only sometime in the next 2 weeks, you can include 14 in this field.

Prevent events less than [x] hours away: Prevent last minute meetings by inputting a certain number of hours before someone can book a meeting with you. For example, if you have 3 in this field and someone clicks on your Scheduler Link, the next 3 hours will be blocked off regardless of what’s on your calendar.

Event Name: The title of the Google Calendar event that gets created.

Location: Input your Zoom link, Webex info, bridge-dial phone number here, and it’ll populate within the Location section of the Google Calendar event that gets created.

Description: Input meeting details, the rough agenda for this type of meeting, or any other information you’d like to have show up in the Description section of the Google Calendar Event that gets created.

Now that your Groove Scheduler is all set up, start booking those meetings!

See related: Booking meetings via Groove Scheduler

Prevent last minute meetings

Have you ever been caught off guard by an email saying that a client booked a meeting with you in just a few minutes, by using your scheduler link😦? You can now prevent that from happening 😺! You can now include your preferred amount of time before someone can book a meeting with you.

Note: You can access your meeting types by going here.

This option allows you to block off a certain number of hours in advance on your scheduler link, so that your clients can’t schedule meetings with you until after those hours have passed. That way, you have enough time to prepare.

Limiting how far out a meeting can be booked

Sometimes you only want your customer to book a meeting within a certain time frame (for example, within the next 2 weeks). 

You can limit your availability at the meeting type level by filling in the field Limit my availability to [x] days in advance. 

Your Canonical Meeting Scheduler Link

Groove has automatically generated a distinct meeting scheduler link for each user (e.g. https://app.grooveapp.com/meetings/eva-23/) after they signed up to Groove. But you can also use the Salesforce user ID as a substitute for the meeting scheduler link of a user (e.g.  https://app.grooveapp.com/meetings/0050V000006rcfA/).

This is useful if you want to use make the meeting scheduler link more predictable from a Salesforce template. Your Salesforce admin could create a new custom formula field on the user object groove_meeting_link__c. The formula is

"https://app.grooveapp.com/meetings/" & Id

You could now reference this custom field in a merge field in a shared template {!User.groove_meeting_link__c}. That way the right meeting scheduler of the user who is using the template would automatically be inserted.

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