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Using Meetings

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Jake Crown
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Meetings can be very different in their length, type, and impact.

You can create different meetings that best fit into your schedule, as well as who will be attending.

This article will detail how to create, edit, and preview different types of meetings.


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Understanding Meetings

In SharpSpring, meetings can only be booked after you have created a meeting. When creating meetings, you will need to determine the length and frequency of the blocks of time that people can book time with you. Once you have set your general availability during a given day, you can set meetings to take up certain amounts of time during that availability.

After you create a meeting, that meeting will display a meeting link. Meeting links are unique to the meeting. When you send meeting links to prospective viewers, you are inviting them to book a meeting with you. They will select from a preset date, time, and length that are determined by how you configure meetings.


Creating Individual Meetings

Creating a meeting requires information about the meeting itself, as well as when and how it will be placed in your calendar.

You can set meetings for one-on-one interactions. To create an individual meeting, do the following:

  1. Click Sales > Meetings in SharpSpring's left toolbar.
  2. Click Create Meeting.
  3. Enter a title for the meeting in the Meeting Title text field.
  4. Select your name in the Who will host this meeting section.
  5. Optionally, do any or all of the following:
    • Click the Set as Primary checkbox.
    • Enter a description for the meeting in the Meeting Description text field.
    • Enter a location for the meeting in the Meeting Location text field.
    • Click the Make it a Zoom meeting checkbox.
  6. Select how much time the meeting will take in the Duration drop-down menu.
  7. Select how much time to block off before and after the meeting in the Meeting Buffer drop-down menu.
  8. Select how long past a given hour the meeting can begin in the Start Time Increments drop-down menu.
  9. Select how long before the meeting begins a meeting can be booked in the Minimum Booking Notice section.
  10. Select the amount of time in advance bookings can be added to your calendar in the Booking Window drop-down menu.
  11. Click Save.
   Click to enlarge.
 
Note: Primary meetings are the default meeting type used when sharing booking links or buttons and will be copied to your clipboard if you have created multiple meetings. Primary meetings cannot be deleted.
 
Note: If you have not connected SharpSpring with Zoom, Make it a Zoom meeting will instead appear as Connect Zoom Meetings. You will need to connect SharpSpring with Zoom.
 
Note: Meeting location information can be physical locations, such as a building address, or a website URL.
 


Creating Team Meetings

You can set meetings that bring in many different people. To create a team meeting, do the following:

  1. Click Sales > Meetings in SharpSpring's left toolbar.
  2. Click Create Meeting.
  3. Enter a title for the meeting in the Meeting Title text field.
  4. Select A member of the team will host this meeting in the Who will host this meeting section.
  5. Enter applicable team member names in the Add Hosts text field. 
  6. Select Add location or virtual meeting in a team member's  map-marker.png  Add location field.
  7. Click Apply.
  8. Repeat as necessary for all added team members.
  9. Optionally, do either or both of the following:
    • Enter a description for the meeting in the Meeting Description text field.
    • Enter a location for the meeting in the Meeting Location text field.
  10. Select how much time the meeting will take in the Duration drop-down menu.
  11. Select how much time to block off before and after the meeting in the Meeting Buffer drop-down menu.
  12. Select how long past a given hour the meeting can begin in the Start Time Increments drop-down menu.
  13. Select how long before the meeting begins a meeting can be booked in the Minimum Booking Notice section.
  14. Select the amount of time in advance bookings can be added to your calendar in the Booking Window drop-down menu.
  15. Click Save.
   Click to enlarge.
 
Note: Setting a meeting as a group meeting disables the option to set the meeting as a primary meeting.
 
Note: Click  12close.png  Remove next to an added team member's name to remove that team member from the team meeting. 
 
Note: Meeting location information for the Meeting Location or Add location or virtual meeting fields can be physical locations, such as a building address, or a website URL.
 


Editing Meetings

You can edit previously created meetings at any time. To edit the content of a meeting, do the following:

  1. Click Sales > Meetings in SharpSpring's left toolbar.
  2. Create a meeting.
  3. Click  12more.png  Options > Edit next to the desired meeting.
  4. Edit meeting details and booking settings as desired.
  5. Click Save.
  


Click to enlarge.

 
Note: Team meetings cannot be set as primary meetings.

Created meetings will display a meeting link. This link can be placed in emails or on landing pages as either a hyperlink or as a button. For more information on meeting links and buttons, refer to Sharing Meetings.


Previewing Meetings

Once you have created a meeting, You can preview the process for how prospective viewers book time with you. To preview how viewers book time with you, do the following:

  1. Click Sales > Meetings in SharpSpring's left toolbar.
  2. Click  12more.png  Options > Preview Booking Page next to the desired meeting.
  3. Click an available date on the calendar.
  4. Select the desired time.
  5. Click Book it.
  6. Enter the following information:
    • First Name
    • Last Name
    • Email
    • Phone Number
    • Message
  7. Click Finish.
  
Click to enlarge.
Note: Once you have finished the preview process, SharpSpring will send a confirmation email to the email address you entered in the preview calendar. Be aware that this email comes premade and cannot be modified.
Note: Be aware that the meeting form comes premade by SharpSpring and cannot be modified, except for its color.
 


Deleting Meetings

You can delete previously created meetings as needed.

Be aware that deleted meetings that have future bookings will direct meeting attendants to a 404 page should they attempt to connect. You will need to reschedule attendants to other meetings.

To delete meetings, do the following:

  1. Click Sales > Meetings in SharpSpring's left toolbar.
  2. Hover over a created meeting.
  3. Click  12more.png  Options > Delete next to the desired meeting.
  4. Click the I acknowledge this action is irreversible checkbox.
  5. Click Delete.
  
Click to enlarge.
 
Note: The Primary meeting cannot be deleted.
 


Regarding Existing Calendar Events

Meetings respect events set to a Busy status that are on your calendar already. They will not allow for that time to be booked. However, Meetings will not respect events set to a Free status. They will allow time to be booked then with your meeting link.

As such, your important calendar events—or at least those you do not want subject to scheduling conflicts—should be set to a Busy status.

For more information on setting calendar events to have a Busy status, refer to the following external help articles:

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