Setting Up Group and Collective Events for Multiple Hosts |

Overview

Schedly allows for seamless team collaboration by offering different event types that can include multiple hosts or attendees in a single booking. The Event Types feature in Schedly Services can be configured to either a collective or group event, allowing you to streamline scheduling for key events like panel interviews and webinars, without overlapping hosts' schedules.

Prerequisites

Before setting up these events, ensure you have admin access to manage organization members and event types. Also, verify your organization is on the Pro Plan or higher, as these features require team management access.

Step-by-Step Instructions

Configure a New Event Type with Multiple Hosts

Navigate to Schedly Services and select Event Types.
Click the New button to create a new event type.
Enter the event name and description.
Under Event Type, choose either 'Collective' or 'Group'.
- Collective Events: All hosts must be available at the same time.
- Group Events: Allows flexibility; hosts are alternately available.
To add multiple hosts, click Add Host and select from your team.
Configure the Shared Availability by ensuring all hosts have synchronized calendars.
Enter the event Duration. It can range from 15 to 120 minutes.
Specify Number of Seats to limit attendee registrations.
If necessary, check the Requires Confirmation box to approve bookings automatically.
Click the Save button to finalize event settings.

Setting Notifications for Participants

Ensure every participant (hosts and attendees) receives notifications.
Navigate to event settings and enable Send Notifications.
Customize the notification settings for timing and channels, if necessary.

Best Practices for Panel Interviews and Webinars

Utilize Collective Events for panel interviews to ensure that all panelists are available at once.
For webinars, consider setting up Group Events for flexibility in speaker times.
Optimize shared availability by syncing calendars across all hosts beforehand.
Send out a detailed agenda early as a part of the automated notification.
Test run the event to ensure all technical aspects (audio, video) are functional.

Key Details & Limits

Collective events require all hosts to be available simultaneously.
Group events allow rotating availability among multiple hosts.
Event duration setting is between 15 and 120 minutes.
Seat limits ensure no oversubscription—configure this on the event creation page.
Notifications are customizable per attendee.

Frequently Asked Questions

What is the difference between a group and a collective event?

Group events offer rotating host availability whereas collective events require all hosts to be present simultaneously.

How do I sync host calendars for collective events?

Sync calendars through the Teams under Schedly Services before creating the event.

Can I change an event type after it has been created?

Yes, edit it from the Event Types page.

What happens if a host is unavailable due to a calendar conflict?

Ensure all hosts block off the event time in their respective calendars and confirm within the scheduling page.

How do I limit the number of attendees for a specific event?

Set the number of seats during event creation under the Specify Number of Seats option.

Troubleshooting

Hosts not receiving event notifications:

Check notification settings to ensure they are enabled, and that email addresses are correct.

Unable to add multiple hosts:

Confirm that you have administrative access and that your team is properly configured in Teams.

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Setting Up Group and Collective Events for Multiple Hosts