When scheduling for your general availability using Pipedrive's Scheduler tool, you are selecting broader timeframes for a customer to select from in order to speak with you.
If you have a more open schedule but want to allow your customers to book a window of their choice, we suggest selecting the Set availability option in the Scheduler, and providing your information.
When setting your availability, it is important to be very specific regarding the details of your available time. Take your time in making your decisions, as this will affect how customers can schedule your time, and thus how you manage your activities in Pipedrive.
- How long should each meeting be?
Your choice here influences the duration of the slots shown to your customers when you propose times. If you do not see an option that aligns with your preference, choose 'Custom' to program your own duration.
- When is this availability active?
The dates you select here will dictate how long these chosen hours are displayed as available time-slots for your customers. If you wish for these times to go on indefinitely, simply do not provide an end date option here.
- At which time are you available for meetings?
This section allows you to choose your available time-slots that customers can choose. The length of time displayed for each section is dependent on your answer to the choice you made above regarding meeting length.
To allow further detail about how your time can be reserved in Pipedrive, we suggest checking the settings in the Buffer and Time Settings section.
- Buffer time before event
Make a selection here to give yourself some time prior to a meeting to prepare. If no time is allowed here, you may find yourself finishing one meeting and having to jump immediately into another scheduled meeting.
- Buffer time after event
Make a selection here to, like above, give yourself some time after a meeting concludes to take notes or do any administrative work. if no time is allowed here, you may find yourself not having the time to write down your thoughts after a meeting has ended, as you'll have another meeting immediately after.
- The invitee is able to choose a time starting in every
Your selection here provides information regarding how the customer sees the available slots, based on the length and availability of those time-slots. For example, setting this selection to '15 minutes' means that slots will appear at 9:00AM / 9:15AM / 9:30AM, if that time-slot is free.
- The shortest notice to book you
To prevent your customers from booking meetings with you last minute — when you may not have had adequate time to prepare — we suggest selecting an option that gives you enough time to not be caught off-guard.
- How far in the future can someone book you?
Similar to the 'When is this availability active', this setting limits how far in advance your customers can book meetings with you. Depending on your time or the nature of your work, you may not wish for your customers to be able to book your time more than two weeks in advance.
Once you've programmed this first section with the details of your timing and availability, click the Continue to meeting details button to proceed.
In the area on the left, you will be providing the information that appears on the meeting invitation page itself, when the customer provides their valuable information.
- Meeting name
In this field, provide the name that you wish for the customer to see for the meeting you are scheduling with them. This could be as general as "our meeting" or as specific as "our conversation regarding Sally selling seashells."
In this field, provide any physical location information, if relevant. If you are meeting for lunch, perhaps list the restaurant location. If it is a phone call or video meeting, feel free to specify that here.
Provide a helpful description of the meeting you will be having here. When providing a description, you do not need to go into the most detail, but a general summary will help remind the customer of the topics you wish to discuss.
- Company name visible for the invitee
If your company name in Pipedrive is different from the company name you used to speak to customers, we suggest specifying the company name here. This information will appear on the information given to your customers, when scheduling this meeting.
- Form fields
The fields listed here will appear in the meeting invitation that your customer will have to confirm. Any field listed as 'Required' will be mandatory for the customer to fill out in order to confirm that meeting.
Fields can be added as necessary by clicking the +add field button. The fields listed here are up to your choice, as your customers' responses will be recorded as a note for the activity they created by confirming the meeting.
In the area on the right, you will be programming information for how this meeting information will appear back in your company Pipedrive account.
- Save meetings in Pipedrive calendar as:
The activity generated in Pipedrive by the customer confirming your meeting information will be of this set activity type. These can include the custom activity types created in your company Pipedrive account.
- Attach the following note to each scheduled meeting:
If you wish to provide some default information for all meetings scheduled by customers who use your general availability meeting in the Scheduler, provide that information here, which will be added as a note to the activity created by the customer when the meeting is confirmed.
This can be useful for templated information — "remember to ask the customer about their future availability" — that may be relevant to this kind of meeting.