Booking Type Settings

The Booking type settings page allows you to configure your booking type, this includes; the length of the meeting, the invitation sent to attendees, how the booking host is assigned and more. This page provides an overview of the available settings.

To access booking type settings, select the Booking Settings tab, and then click the name of the Booking type.

General Settings

Object

The Salesforce object type this Booking type is associated with. This booking type can only create bookings on records of this type. This cannot be changed after creation, if you want to change the booking type, create a new booking type.

Booking Type Name

The name of the booking type. This is displayed in the hot handover feature to identify the booking type to your organizers. The name must be unique across all booking types.

Create Salesforce event

For objects that support Events, you are able to create an event when a booking is made using this booking type. If enabled, an associated Salesforce event will be created, relating to the original record.

Any events created will be populated with the details of the booking. The event object will also be updated when the booking is edited or cancelled through booking engine.

Filters

Filters allow you to restrict which records can use this booking type allowing you to guide your organizers to the most appropriate booking type.

When a record does not match the filter criteria set in a booking type, the booking type will be unavailable to use for that record.

This article further explains how to create filters for booking types.

Duration

Booking type duration

This is the length of the booking in minutes. The minimum booking length is five minutes and the maximum is 360 minutes.

Booking Invite

Default email field

This field allows you to select an email field from the booking object to use for as a default for the guest's email. If no email fields are available on the object, or you always want the organizer to have to manually fill the email field at the time of booking, 'Always prompt for email' should be selected.

Invite organizer

If checked, the organizer of the booking will also recieve an invitation to the meeting. Please note that this does not check the organizers availability as part of a hot handover.

Calendar event title

The title of the calendar event that the booking guests will recieve. Please note that this will be postpended with the name of the main guest and host.

Location

The location of the calendar event that the booking guests will recieve.

Email content

The content of the calendar event that the booking guests will recieve.

Using Salesforce or Booking data in invites

You can use field values from your booking or salesforce record as to build your calendar event titles and your email content. This allows you to personalise the emails recieved by your guests.

To use a field value:

1. Click the '+ Insert field' button.
2. Select the field type:
   1. Booking Event - This contains the date/time of the event. Note that this in the format: "dd MMM yyyy HH:mm" and is displayed in the timezone of the booking.
   2. Booking host - This contains the name or email of the host of the booking
   3. SF Object - This contains fields from the object relating to the booking.
3. Select the field from the second dropdown and click insert.

Any field references are shown in the following format:

{{type.field}}

Host

The host section allows you to select which assignment method will be used to select the host.

Related owner

Related owner allows you to lookup to a User Lookup field (Such as Owner Id) on an object related to the booking object, and assign to that user. This can be useful for ensuring a record is assigned to someone already responsible for that record.

To select the related object to look up to, select from the appropriate objects on the 'Related owner' field. Then select the appropriate user lookup field from the Related owner field dropdown.

When selected, the 'Force lookup where possible' option ensures that when a valid host is returned by related owner, that they must be used. If this option is not selected, or an invalid user is returned (I.e. they are not a host on this booking type) then organizers will be able to select an alternative host assignment method.

Round robin

Round robin assigns to each host in turn, ensuring that all hosts get an equitible split of the incoming bookings. By default the host who has not been assigned to in the longest time will be the next in line to recieve a booking. If Round robin is the only host selection method, then users must select the next host in line.

Time first

Time first round robin allows your organizers the maximum flexibility in arranging a booking. It will show an organizer the availability of all hosts in the booking type, and when a time is selected, will force users to select the next user in the round robin with availability at that time.

Manual Selection

Manual selection allows your organizers to select from any hosts assigned to this booking type. This can be used on it's own, or alongside other assignment methods to provide alternative hosts.

Assign record to host

If checked, when a booking takes place, the record will be assigned in Salesforce to the host of the booking.

Attendees

Allow multiple hosts

This allows for multiple hosts to be selected as part of a hot handover, checking all of the hosts availability to find slots that all hosts can make. Any user with the Booking Host permission set and a connected calendar can be selected as a co-host.

Please note that enabling multiple hosts disables the 'Show all user availability'