Booking Type Settings

Charlie Jenkins Updated by Charlie Jenkins

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.

Booking Settings are available to users with the Booking Admin permission set and a managed package license.

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.

Events will not be updated if the bookings are edited or removed directly through your third party calendar tool.

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.

Example
If your Booking type has the filter:
'Annual Revenue greater than 1000000'
Then an organizer booking for a Lead with an Annual revenue of '500000' will not be able to select this booking type.

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.

If the selected field is has no value, then the organizer will have to manually type the guests email address to create a booking.

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.

Host

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

At least one of Manual Selection or Round Robin must be enabled.

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.

The user that is looked up to must be included as a host on the current booking type, otherwise the host selection will fall back to another host selection method
Example
When distributing Opportunities, you may want the owner of the parent Account record to be the host of that meeting. In this case, you would select 'Account' as the related object and 'Owner ID' field as the Related owner field.

When a handover is made, Booking Engine will select the owner of the parent Account if they are a host on the booking type.

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.

Example
The booking type 'Hot leads' is set to round robin between Alice, Bob and Charlie. Alice has had a booking assignment today, and so Bob is next in the round robin order.

With time first disabled, Organizers can only select from Bob's availability. With time first enabled, users can also see the availability of Alice and Charlie in addition to Bob.

When a time is selected, if Bob has availability, he will be the selected host, as he's next in the round robin order.

If Bob is unavailable, Charlie will be selected as host if he has availability, as he's the second highest in round robin order.

If neither Bob, nor Charlie has availability, then Alice will be selected as host if she has availability.

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

Allowing Multiple hosts disables 'Show all user availability' in hot handovers

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'

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Booking Type Hosts

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