Appointlet supports group meetings which allow more than one person to book the same time slot. Attendees who schedule into the same group meeting will receive the same meeting details and links, and will participate in the meeting together.
Group meeting types are great for things like classes, seminars, events, or other types of meetings that involve multiple people.
Creating a Group Meeting Type
In the Pages tab of your account dashboard, click the green New Meeting Type button at the top right corner. In the window that appears, you'll be prompted to configure your new meeting type.
Important: Be sure to check the "This is a class or group meeting" box at the bottom before creating your meeting type. Leaving this unchecked will generate a one-on-one meeting type which cannot be adjusted to allow for more attendees.
Configuring Group Meeting Settings
Click on your new meeting type to open the editor. In the Scheduling Rules tab, you'll find the Maximum Attendees Per Meeting setting which determines how many people can join a single meeting together.
Free users are permitted a maximum of 5 attendees per group meeting.
Premium users may permit any quantity of attendees per group meeting.
Keep in mind that a group meeting type permits a minimum of 2 attendees per meeting. Group meeting types cannot be converted to one-on-one meeting types, or vice versa.
Group meeting time slots will remain available to book on the live scheduling page until all attendees have filled their slots.
Note: If you need to assign several team members to a meeting type to host meetings jointly, please refer to this guide for a detailed walkthrough.
Managing Group Meetings
When someone schedules a group meeting, a new entry will be added to the Meetings tab of your Appointlet dashboard. In the meetings list, you'll see:
The meeting date and time
Meeting type name
Attendee and host names
Current number of confirmed attendees
Clicking on the meeting entry itself will open the meeting drawer which offers a more detailed view of the meeting and attendee details.
Clicking on the ellipses (...) in either the meetings list or the meeting drawer exposes a number of administrative actions:
Reschedule
This action may only be performed by the meeting host. Rescheduling a group meeting reschedules all attendees and non-host members.
Change Location
This allows you to change where or how the meeting will take place. These options are the same as those offered in the Location tab of the meeting type editor: physical place, phone call, or web conference.
Change Capacity
This allows you to permit more or fewer attendees into a confirmed group meeting. This is especially helpful in the following scenarios:
The demand for a group meeting is greater than anticipated, so the host may want to allow more people to join.
A group meeting type was created with a higher capacity than intended and the capacity needs reduced to avoid overbooking team members.
Cancel
Cancelling a group meeting may only be performed by the meeting host. Doing so cancels the meeting for all participants.
When an attendee cancels, they are simply removed from the list of attendees, freeing up their slot for others. The meeting itself will remain confirmed.
Adding Attendees to a Meeting
If you need to add someone else to a meeting that has already been scheduled, click "Add Attendee" below the list of current attendees.
In the window that appears, add the new attendee's email and name and confirm to invite them to the meeting. The invited attendee will receive a confirmation email indicating that they've been added to the meeting.
