Setting Locations (V2)
Your location is set by either the Appointment Type settings, your User Profile, or the Resource as host. This article will walk you through all of the options and where to edit them.
Appointment Type Locations
Under your Organization Appointment Types you (Owners and Admins) set the option for the location. Click the three dots to the right of the Appointment Type name and edit. Location options are available in the drop down:
Location Options:
Video conference -
Preferred video conference - This will use the host's (either User Profile or Resource See below) chosen video provider.
Fixed video conference link - This is a static link you can use so every booking shares the same link. (Great for group workshops).
Phone number -
Preferred phone number - This will use the host's phone number and show it to the booker (either User Profile or Resource See below)
Ask booker for phone number - This will add a field to your booking form asking the booker to add their number where you will call them.
In person -
Preferred meeting location - This will use the host's preferred address (either User Profile or Resource See below).
Ask booker for address - This will add a field to your booking form asking the booker to add their address.
Fixed address - Set a static address for the appointment type. (Great for onsite events).
User Profile Locations
You can control your preferences within your User Profile settings. Adjust your video conferencing options and in person address (which is used within the above Appointment Type setting).
Video conference
Set the option on where you virtually would like to meet with bookers. Choose the calendar integration option (Google Meet or Microsoft Teams) Zoom, a fixed static link (WebEx, WhereBy etc), or not available for video meetings.
Note: Google Meet and Microsoft Teams are available automatically based on the calendar integration you have setup. Zoom you will need to integrate directly.
In person address
Set the option of where you physically can meet with bookers.
Resource Locations
Under your Organization Resource settings you (Admin or Owner) can adjust the location settings for the hosted Resource. Click the three dots to the right of the Resource name and edit.
Similar to User Profiles you can adjust the video conferencing option or the in person meeting location.
The video conference options will be based on the Resource's integrated calendar. You can have a fixed static link or make it not available for video conferencing.
Note: If you are setting up a conference room and would like a dial in link present choose an option here.
In person meeting location should be used if the Resource is at a specific location like a business branch.
Example Workflow
This is an example flowchart for the video conferencing option. This can be swapped out for the in person or phone number option as they will work the same way.
FAQs
- How do I know which location will be used?
- This is dependent on your setting configuration. You will see the location on the created calendar event and anywhere {LOCATION} is used in communication. - How do I set a participant as a host?
- Under the participant section click the three dots and assign a host. Keep in mind if the collection requires only 1 person you can assign the host to come from that collection. - Is there a warning or alert to notify me of the setup misconfiguration?
- Yes you can check your Account Health dashboard for any information, alerts, or warnings.