Scheduling Meetings

With Xeno, you can live chat with your leads, customers and providers but, not only this!

Your leads and customers can even book a Meeting with your team in just two clicks, directly from your Xeno chatbox available on your site(s) or mobile apps.

Moreover, your team can synchronize Google Calendar with Xeno and can automatically get new Meetings added to Google Calendar without conflicting your workflow.

Fewer emails for everybody, which means you and your invitees can get more done. No more struggling with endless back-and-forth emails, thanks to this amazing feature!

Here is a short explanation for you to understand how to use the Xeno Meetings feature.

First, you need to follow these 3 steps to set up Xeno Meetings. 

1. Connect Your Google Calendar with Your Xeno Account. 

Let Xeno Meetings know your availability preferences, and it will do the work for you.

Synchronizing your Google Calendar will enable you to visualize all the Meetings your leads and customers have booked with your team directly from your Google Calendar interface from any device you like. The time slots used by Meetings will be displayed as “Busy”.

Furthermore, Xeno Meetings will take into account your own schedule and will adjust its behavior automatically.

Xeno Account > “Meetings” section > My Google Calendar > select the calendar(s) on which you would like to base your availability (if any) and the calendar in which your Meetings will appear > go back to the “Meetings” section

2. Configure Meeting Types.

You can also suggest different types of Meetings to your interlocutors, such as calls, product demos, video conferences, face to face meetings, job interviews, etc. These types are totally customizable to match the way your organization is operating.

Here are the characteristics you may define:

• Meeting type: Title of the Meeting your Contact will see.

• Location (optional): Location of the Meeting. You can give an offline location as well as an online location.

• Duration: The number of minutes the Meeting is supposed to last.

• Time zone: Your own time zone (the time of the Meeting will adapt automatically to the location of your Contact! Yes, it’s magic!).

• Description or Instructions (optional): A short description of the purpose of the Meeting.

• Meeting color: The color assigned to the Meeting which will be displayed in your Xeno Account.

• Availability: The days of the week on which you are willing to accept this type of Meeting.

• Invite: The team members you want to involve in this type of Meetings. Indeed, Slaask Meetings supports one-to-one as well as group Meetings. For each type, you can assign a single team member, multiple team members, one team or the entire department.

3. Suggest Your Contacts to Schedule a Meeting with Your Team.

Your leads and customers will be able to book a Meeting with your team in two different ways:

• Via a link

They can access a page that gathers all your Meeting types and select their desired time slot. You can directly send the link of your Xeno Meetings page via email or embed it on your website. To find the URL of this page, go to Xeno Account > “Meetings” section > “Your Meetings public pages”.

Your leads and customers can then pick a time and the Meeting will be automatically added to your calendar.

After a Meeting has been scheduled with one of your Contacts, everyone taking part in the Meeting (including your lead/customer) will receive an email summarizing the Meeting details.

The email will include a link to create an event compatible with several interfaces like Outlook or Google Calendar.

Anyone included in a Meeting can reschedule it anytime, and everyone will be notified about it.

Finally, everybody will receive a reminder by email an hour before the beginning of the Meeting.

Read on for the additional features built into Xeno Meetings:

• No Last-minute Meeting

By default, a buffer time is automatically added between Meetings. Thus, Xeno Meetings prevents last-minute Meetings from happening.  

• Flexible Timetable

With Xeno Meetings, you can enable or disable any Meeting type, for example, when you are off work for some days.

• Time Zone Intelligent

Xeno is automatically adapting the Meeting time zones to your very own time zone, or, your contact time zone.