Overview
Organizing group bookings can greatly enhance team efficiency and ensure that everyone is on the same page. With Schedly, you can create group events, set participant limits, assign roles, customize event settings, sync events across calendars, and automate notifications for all group members. This functionality is perfect for teams needing streamlined coordination and effective communication.
Prerequisites
To effectively manage group bookings in Schedly, you need to be an Admin within your organization. Access to the "Teams" feature under the "Schedly Services" section is necessary. This feature is available in the Pro Plan and above.
Step-by-Step Instructions
Create Group Booking Events
- Navigate to Schedly Services in the main menu.
- Click on Event Types.
- Click New to start creating a new event type specifically for group bookings.
- Enter the event details, ensuring the type is set to accommodate group participation.
- Input the number of seats available under Specify number of seats to set the participant limit.
- Check the box for Requires confirmation if you want participants to confirm their attendance.
- Enter any additional details, then click the blue Save button to create the event.
Set Participant Limits and Group Roles
- Go to Schedly Services and select Teams.
- Choose the team you want to manage, then click Add Member.
- Assign roles by selecting from the Role dropdown next to each member. Available roles are Admin, Member, and Guest.
Customize Group Event Settings
- In Event Types, select the event you want to edit.
- Adjust settings under Customize Event to tailor notifications, visibility, and participant interaction.
- Utilize the Hidden option if the event should not be visible publicly.
- Check all settings, then click Save to update the event.
Sync Group Events Across Calendars
- Each team member should navigate to their team schedules in Teams.
- Meetings and events will sync automatically with their native calendar applications, provided they have the appropriate permissions.
Automate Notifications for Group Members
- While setting up an event, make sure to enable the notification settings.
- Choose the timing and format for notifications to ensure group members receive the necessary alerts.
Key Details & Limits
- Participant Limits: Specify up to 50 seats for group events on the Pro Plan.
- Role Assignment: You must be an Admin to assign roles within your organization.
- Plan Requirements: Group booking features are available on the Pro Plan and higher.
- Notification Automation: Customize notifications for time, content, and recipients to avoid over-communication.
Frequently Asked Questions
- How do I change a participant's role during an event?
- Go to the "Members" section, locate the participant, click the "Role" dropdown, and select the new role.
- Can I limit the visibility of a group event to specific users?
- Yes, utilize the "Hidden" option in the event settings to manage visibility.
- Why aren't group events syncing with my calendar?
- Ensure that your calendar permissions are correctly set to allow syncing with Schedly.
- Can I create automated notifications without manual input each time?
- Yes, during event setup, configure notification settings to automate them.
- How can I confirm participation numbers before the event?
- Use the "Requires confirmation" feature during event setup to track confirmed attendees.
Troubleshooting
Events not appearing for team members: Ensure that team members have the correct roles and that their permissions allow them to view the event.
Related Topics
- Creating Event Types: Learn how to tailor event types to best suit your organization's needs.
- Assigning Roles and Permissions: Understand the different roles in Schedly and how to assign them.
- Notification Settings for Events: A guide to customizing and optimizing event notifications for your team.