Creating Collective Booking Calendars in Concours Pro

Contents

• What is a Collective Booking?
• Use Cases
• How does a Collective Booking work?
• How to Create a Collective Booking Calendar
• Primary Owner
• How would the Notifications work?
• Payments
• FAQs

What is a Collective Booking?

The Collective Booking feature in Concours Pro lets you schedule meetings that involve multiple team members at once. By integrating each team member’s availability into one calendar, it simplifies the process of finding a time that suits everyone. This tool is especially useful for collaborative tasks like sales calls, tech support, or interviews, making it easier to coordinate group interactions.

Use Cases

Collective Booking is perfect for a variety of situations:

• Interview Scheduling: Finds time slots when all interviewers are available simultaneously.
• Team Meetings: Ensures all team members are free at the chosen time.
• Sales Calls: Synchronises availability for all involved sales personnel.
• Technical Support Calls: Aligns schedules for customer support reps and engineers.
• Project Management Meetings: Coordinates across all project team members.
• Educational Tutoring Sessions: Ensures all tutors are available at the same time.
• Medical Consultations: Coordinates availability for doctors, nurses, and other medical staff.
• Client Onboarding: Syncs schedules for sales reps, product specialists, and customer success managers.

How does a Collective Booking work?

Collective Booking allows multiple users to share a common calendar. Clients or customers can book appointments based on the combined availability of all team members involved, ensuring that the chosen time slot works for everyone.

How to Create a Collective Booking Calendar

1. Go to Settings > Calendars.
2. Click on Create Calendar and choose Collective Booking.
3. Add essential details:
   • Calendar Name
   • Team Members (minimum of 2 required)
   • Custom URL
   • Meeting Location (optional but recommended)
4. Click Confirm to create the Collective Calendar.
5. To adjust settings, click Go to advanced settings or edit the calendar after creation.

Primary Owner

The Primary Owner is the team member who leads the appointment and is the default contact person if contact assignment is enabled. The first team member added to the calendar becomes the Primary Owner by default, though this can be changed if needed.

Change Primary Owner

1. Go to Advanced Settings/Edit Calendar > Meeting Details.
2. Choose Make owner next to the desired team member.
3. The new Primary Owner will be indicated with an Owner label.

Note: You cannot delete the Primary Owner from the Collective Booking calendar. If you need to remove a team member who is the Primary Owner, you must first assign a different Primary Owner.

How would the Notifications work?

Only the assigned user receives email notifications, but all team members will get a calendar invite via their integrated third-party calendars (e.g., Google, Outlook, iCloud).

Payments

If payments are enabled for the calendar, users must complete the payment before the appointment is booked. This ensures that transactions are handled smoothly and securely.

FAQs

How many team members can I add to a single collective booking calendar?

You can add up to 100 team members, though having more members may reduce the availability of common time slots.

Would payments work in Collective Booking?

Yes, payments function within Collective Booking just as they do for regular appointments.

Can I use collective booking for virtual appointments?

Yes, Collective Booking supports both virtual and physical appointments. Just make sure to provide the correct meeting details.

Can I remove a team member from an existing collective booking calendar?

Yes, you can remove any team member except the Primary Owner. To remove a Primary Owner, first, change the ownership to another team member.

I have changed the Primary Owner of the collective booking calendar, but the old Primary Owner still appears for existing appointments. Why?

Changes to the Primary Owner only affect future appointments. Existing appointments will retain the original settings.

Is there a way to change the Primary Owner for an already-created appointment?

No, once an appointment is booked, the Primary Owner cannot be changed for that appointment.

Can I edit or reschedule a booked collective appointment?

Yes, you can edit the details of a collective appointment, but the team members assigned to that appointment cannot be changed.