Creating your first meeting type is an important step in getting started with ACE Meetings (second only to connecting your calendar). To create one, first travel to the Meeting Types screen, from the left-side menu. Once you’re there, you will see a new meeting button on the top-right side of the screen.
A new pop-up screen will appear. Here, you can select any one of our meeting types, but in this case, you are looking for Round Robin.
Setting Up the Information of a New Meeting Type
In the first section of your meeting type, you will have to go through the basic information that everyone should know about your meeting. Here is what you will have to do:
- Give your meeting a name;
- Add an internal description (visible to your team)
- Select your participant(s)
- Adding a public description (visible to your audience)
- Setting a custom link
- Selecting a color meeting.
Let’s go through all the steps together!
1. Giving Your Meeting a Name
As the first step in creating a meeting, this is where you give your meeting scope and hint to your audience about what they should expect. Keep it short and sweet, but still descriptive. For example, we would use “ACE Meetings Round Robin” this way, your client would know the company they are booking a call with, and how this call will function.
2. Giving Your Meeting an Internal Description
This section is for you and your team only. Make sure to only add crucial information here, that you need at first glance when you share the link. This will not be displayed to your client, so you can add any abbreviations you’re familiar with within your company.
3. Selecting Your Meeting Participant(s)
In this section, you will have to choose between the workspace users that you want to be a part of the calls. You can have only one participant, but we recommend a minimum of 2. There is no maximum limit. By default, all users will be selected.
3. Giving Your Meeting an Internal Description
This section is for you and your team only. Make sure to only add crucial information here, that you need at first glance when you share the link. This will not be displayed to your client, so you can add any abbreviations you’re familiar with within your company.
4. Giving Your Meeting a Public Description
This section is for your client. Here, you can add as much information as needed about the type of call, what people can expect from you and how they should prepare. Anything you would like them to know before booking the meeting can go here.
5. Setting a Custom Link for Your Meeting
Just like your name, this part should still be short and sweet, but descriptive (and even easy to remember). Make sure you (and your clients) remember this link easily.
6. Setting Your Meeting’s Colour
This section is for you and your team only. This is a visual way of distinguishing between all your meeting types.
Setting Up the Availability of a New Meeting Type
In the second section of your meeting type, you will have to go through the availability you want to give your meeting type. Here, you can answer the question: if my calendar was completely empty, when would I want people to book a call with me?
Here is what you will have to do:
- Decide the date range of your meeting
- Decide the length of your meeting
- Add your available times and days
- Set your meeting buffers, increments, and scheduling conditions
Let's go through them together!
1. Deciding the Date Range of Your Meeting
There are two main options in this section:
- # days/weeks/months in the future, where the meeting will automatically become unavailable once this time passes.
- Indefinitely into the future, which will keep the meeting available until you pause it or delete it.
2. Decide the Length of Your Meeting
Deciding the length of your call is a crucial part of any get-together. With ACE Meetings you can choose between 6 default values: 15 minutes, 30 minutes, 45 minutes, 60 minutes, 90 minutes, 120 minutes. You can select a maximum of three options.
3. Setting up Your Meeting’s Availability
Setting your meeting’s availability will let you decide the hours you want people to be able to book a meeting with you. In this section, you can choose the days you’re available, the hours, and what your preferred times are. These settings will apply to all of your participants.
You can edit the timezone, the hours, and even delete an entire day off the schedule.
4. Setting up Your Meeting’s Buffers
Meeting buffers calculate how much time ACE should wait before you can book another meeting. For example, if you have a meeting that ends at 10 AM, and you have a 15-minute break before the next meeting can be booked (at 10:15 AM).
You can set them before and after a meeting with different values. For example, you can set a 5-minute buffer before a meeting, and a 10-minute buffer after a meeting.
5. Setting up Your Meeting’s Increments
Meeting increments means how many minutes should pass between each meeting that can be scheduled. For example, if you set it to 30 minutes (which is our default), you’ll see Meeting A at 10 AM, and Meeting B at 10:30 AM and so on throughout the hours you have set available
6. Setting up Your Meeting’s Scheduling Conditions
This section has two fields for you to fill in. Here is what they are:
- Invitees can't schedule within # hours, or the number of hours that will be unavailable to a client so you can avoid last-minute bookings!
- Maximum daily allowed events for this type of event, or how many meetings of this type people can book in a single day.
Setting Up the Confirmation of a New Meeting Type
In the third, and final, section of your meeting type, you will have to choose the confirmation screen of your meeting. You can either have clients stay on the same page, and offer them more information, or redirect them to a website page of your choosing.
Sharing Your Meeting
Once you click Save meeting type, you will see a new screen that will allow you to open the link in a new tab or copy it. You can also keep editing or exit the screen.