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Meeting Types in Scheduler

This guide covers what types of meetings you can book with Nylas Scheduler and who is involved. Booking types consist of one-on-one, group, and collective events. These involve three roles, an organizer, an invitee, and an attendee.

For attendee availability, configure bookings with the round robin and series.

For created booking events, results for the calendar events can be a single event, recurring event, or in a series of events during that booking timespan.

Roles

  • Organizer - Meeting creator, account is authenticated and connected to Scheduler
  • Invitee - External person to receive event invite, able to accept and book meetings
  • Attendee - Meeting guest, also can include people within organizer’s team or company with access to free/busy information.

One on One

One on One meetings are for a single organizer and a single invitee. This is the default for Scheduler events and meetings.

Image showing two people icons symbolizing a one on one meeting.

To create a one on one meeting you should set the number of participants to one and leave yourself as the organizer.

Image showing the Event Info page of the Schedule editor

Beta

To enable Group and Collective events, please reach out to our support team.

Group

Group meetings involve a single organizer creating an event with multiple invitees and attendees. The organizer sets a single event time and a maximum capacity for attendees.

Image showing one event organizer with multiple attendees.

To create a group meeeting, change the number of attendees. In this scenario, there is still only one organizer.

Image showing the Event Info page of the Scheduler editor

Collective

Collective meetings allow for an organizer to host an event with another organizer or an assigned attendee. The event organizer can also give attendees the option to pick a mutually available time slot.

Gmail and EWS Only

This feature is available for Gmail and EWS accounts only. EAS accounts aren’t able to retrieve free-busy information from calendars.

To create a collective meeting,

The example below shows the response for GET /schedule/<slug>/timeslots.


[
{
"account_id": "exampleaccountid1",
"calendar_id": "examplecalendaridA",
"end": 1634922900,
"host_name": "[email protected]",
"start": 1634920200
},
{
"account_id": "exampleaccountid1",
"calendar_id": "examplecalendaridA",
"end": 1634925600,
"host_name": "[email protected]",
"start": 1634922900
},
{
"account_id": "exampleaccountid1",
"calendar_id": "examplecalendaridA",
"end": 1634928300,
"host_name": "[email protected]",
"start": 1634925600
}
]

Round Robin

Round Robin meetings distribute the booking across a group of organizers. With Smart Integration configurations, you can find availability between multiple users.

The two modes for round robin meetings are Maximize Fairness and Maximize Availability. View the Round Robin Modes section for more information.

Maximize Availability

Event booking is spread evenly across calendars. This means hosts who have more availability in their calendar, will see more bookings.

Maximize Availability Examples

{
"duration_minutes": 15,
"start_time": 1647986400,
"end_time": 1647993600,
"interval_minutes": 5,
"emails": [
"[email protected]",
"[email protected]"
],
"free_busy": [],
"buffer": 30,
"round_robin": "max-availability",
"open_hours": [
{
"emails": [
"[email protected]",
"[email protected]"
],
"days": [
0,
1,
2,
3,
4
],
"timezone": "America/Los_Angeles",
"start": "10:00",
"end": "16:00",
"object_type": "open_hours"
}
]
}
{
"object": "availability",
"order": [
"[email protected]",
"[email protected]"
],
"time_slots": [
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647987300,
"end_time": 1647987300,
"object": "time_slot",
"start": 1647986400,
"start_time": 1647986400,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647987600,
"end_time": 1647987600,
"object": "time_slot",
"start": 1647986700,
"start_time": 1647986700,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647987900,
"end_time": 1647987900,
"object": "time_slot",
"start": 1647987000,
"start_time": 1647987000,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647988200,
"end_time": 1647988200,
"object": "time_slot",
"start": 1647987300,
"start_time": 1647987300,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647988500,
"end_time": 1647988500,
"object": "time_slot",
"start": 1647987600,
"start_time": 1647987600,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647988800,
"end_time": 1647988800,
"object": "time_slot",
"start": 1647987900,
"start_time": 1647987900,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647989100,
"end_time": 1647989100,
"object": "time_slot",
"start": 1647988200,
"start_time": 1647988200,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647989400,
"end_time": 1647989400,
"object": "time_slot",
"start": 1647988500,
"start_time": 1647988500,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647989700,
"end_time": 1647989700,
"object": "time_slot",
"start": 1647988800,
"start_time": 1647988800,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647990000,
"end_time": 1647990000,
"object": "time_slot",
"start": 1647989100,
"start_time": 1647989100,
"status": "free"
}
]
}

Max Fairness

Event booking spreads evenly across calendars. This may result in participants seeing less availability when booking.

Max Fairness Examples

{
"duration_minutes": 15,
"start_time": 1647986400,
"end_time": 1647993600,
"interval_minutes": 5,
"emails": [
"[email protected]",
"[email protected]",
"[email protected]"
],
"free_busy": [],
"buffer": 30,
"round_robin": "max-fairness",
"open_hours": [
{
"emails": [
"[email protected]",
"[email protected]",
"[email protected]"
],
"days": [
0,
1,
2,
3,
4
],
"timezone": "America/Los_Angeles",
"start": "10:00",
"end": "16:00",
"object_type": "open_hours"
}
]
}
{
"object": "availability",
"order": [
"[email protected]",
"[email protected]"
],
"time_slots": [
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647987300,
"end_time": 1647987300,
"object": "time_slot",
"start": 1647986400,
"start_time": 1647986400,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647987600,
"end_time": 1647987600,
"object": "time_slot",
"start": 1647986700,
"start_time": 1647986700,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647987900,
"end_time": 1647987900,
"object": "time_slot",
"start": 1647987000,
"start_time": 1647987000,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647988200,
"end_time": 1647988200,
"object": "time_slot",
"start": 1647987300,
"start_time": 1647987300,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647988500,
"end_time": 1647988500,
"object": "time_slot",
"start": 1647987600,
"start_time": 1647987600,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647988800,
"end_time": 1647988800,
"object": "time_slot",
"start": 1647987900,
"start_time": 1647987900,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647989100,
"end_time": 1647989100,
"object": "time_slot",
"start": 1647988200,
"start_time": 1647988200,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647989400,
"end_time": 1647989400,
"object": "time_slot",
"start": 1647988500,
"start_time": 1647988500,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647989700,
"end_time": 1647989700,
"object": "time_slot",
"start": 1647988800,
"start_time": 1647988800,
"status": "free"
},
{
"emails": [
"[email protected]",
"[email protected]"
],
"end": 1647990000,
"end_time": 1647990000,
"object": "time_slot",
"start": 1647989100,
"start_time": 1647989100,
"status": "free"
}
]
}