Meeting Management

In this section, you can view all your scheduled meetings and create new ones with ease.

Meeting Dashboard

The Meeting Dashboard provides a comprehensive overview of all your created meetings in one place. You can easily search for any specific meeting using the search bar, and use filters to streamline your view.

Features include:

• Filter by Category: Organize and filter meetings by their assigned category for better management.
• Search Functionality: Quickly locate any meeting by typing in the relevant details.
• Filter by Host: Narrow down the list of meetings based on the assigned meeting host.

Create New Meetings

When you click the “Create a New Meeting” button, you will be prompted to choose the type of meeting you want to create. Currently, HydraBooking offers two meeting types:

1. One-to-One: Ideal for individual appointments or meetings between two participants.
2. One-to-Many: Perfect for group meetings, where one host can engage with multiple participants.

Simply select the meeting type that fits your needs, and proceed to customize your meeting details, availability, and preferences.

Create Meeting

When setting up a new meeting in HydraBooking, you’ll have a range of options to tailor the meeting according to your preferences:

Details

• Meeting Title*: Enter the title of your meeting. This will be the name displayed on your booking and calendar entries.
• Description: Provide details about the meeting here. This could include the agenda, purpose, or any important information for attendees.
• Select Host*: Choose the host for the meeting from the drop-down menu. Available hosts will be listed, and you can select the appropriate one for this meeting.
• Duration*: Set the duration of the meeting. This defines how long the meeting will last.
• Location: Choose the location or platform where the meeting will take place. The available options are:
  • Zoom (Link): Set a Zoom link for virtual meetings.
  • Google Meet (Link): Add a Google Meet link for the meeting.
  • In-Person (Attendee Address): Specify the attendee’s address for an in-person meeting.
  • In-Person (Organizer Address): Specify the organizer’s address for an in-person meeting.
  • Attendee Phone Number: Choose this option if the meeting will be conducted via a phone call to the attendee.
  • Organizer Phone Number: Choose this option if the meeting will be conducted via a phone call to the organizer.
  • Add Custom (Set Custom): You can create a custom location or platform if none of the pre-set options apply.

Select Category: Here you can set a category or create a category, to set your multiple meetings under a specific category ( filter by category will be in a future update )

This setup provides flexibility for organizing various types of meetings, both virtual and in-person, ensuring that all necessary details are captured accurately.

Availability

Set the Availability Range for your booking to determine how far into the future attendees can schedule meetings.

• Indefinitely into the Future: Allows the meeting to be scheduled at any time without an end date.
• Specific Date Range: Limits the booking to a specific range of dates, ensuring meetings are only available within that timeframe.

Additionally, you can leverage existing availability by selecting from pre-configured schedules or create new custom availability tailored to your needs. If your availability changes, you can add Date Overrides to account for any variations in your regular schedule.

Select Host

• Select Host*: Choose the host for the meeting from the drop-down menu. Available hosts will be listed for selection.
• Use Existing Availability: Utilize pre-configured availability schedules for the selected host.
• Custom Availability: Set unique availability for this specific meeting, different from the regular schedule. This allows flexibility in managing special or one-time meetings.

Meeting Limits

Set specific limits for your meetings to ensure smooth scheduling and proper time management.

• Buffer Time Before Meeting*: Add a buffer period before the meeting starts to give you time to prepare.
• Buffer Time After Meeting*: Set a buffer time after the meeting to allow for wrap-up or preparation for the next meeting.
• Booking Frequency: Control how often attendees can book this meeting. For example, limit the booking frequency to 7 bookings.
• Meeting Interval*: Define the interval between meetings to avoid back-to-back bookings and ensure sufficient preparation time between sessions.

These options help manage your availability efficiently and prevent over-scheduling.

Recurring Event (Pro)

Easily schedule recurring meetings with advanced settings.

• Repeats Every: Set the recurrence interval (e.g., daily, weekly) for your event. For example, repeat every 1 week.
• Maximum Number of Bookings: Limit how many times this meeting can be booked over the recurrence period.
• Use Meeting Length (Default): Automatically apply the standard meeting length for all recurring events. Adjust as needed for consistency in scheduling.

These settings make it simple to set up ongoing meetings while maintaining control over their frequency and duration.

You have the flexibility to set options for attendees, allowing them to:

• Cancel: Enable or disable the option for attendees to cancel their booking.
• Reschedule: Allow attendees to reschedule their meeting if needed.

These settings give you control over how attendees manage their bookings, offering flexibility while maintaining structure in your scheduling process.

Questions

Tailor your booking page by gathering essential information from attendees with these options:

• Create Custom Form: Build your own set of questions by adding text blocks and customizing titles to suit the specific needs of your meeting.
• Use Existing Form: Integrate an existing form from popular tools such as Contact Form 7, Fluent Forms, or Gravity Forms for seamless data collection.

These options allow for flexible and personalized data gathering, helping you prepare effectively for each meeting.

Notifications

The Notifications feature in HydraBooking enables streamlined communication between hosts and attendees regarding their bookings. This tool provides flexibility in managing booking-related updates, ensuring both hosts and attendees stay informed at every stage of the booking process.

Notification Types

• Booking Confirmation: Sends a notification to the host and attendee when a booking is confirmed.
• Booking Cancellation: Notifies the host and attendee if a booking is canceled.
• Booking Reschedule: Alerts the host and attendee when a booking has been rescheduled.
• Booking Reminder: Sends a reminder notification to the host and attendee prior to the booking time.

This feature supports seamless communication and helps prevent missed appointments or misunderstandings, enhancing the overall booking experience for both parties.

Edit Notifications

The Edit Notifications feature allows users to customize messages and settings for each notification type.

• Customization: Each notification type has an Edit option for modifying content and settings.
• User-Friendly: The editing process is simple, making it easy for users to make changes.
• Settings Adjustment: Users can change delivery methods, timing, and recipients for effective communication.

Customize the Mail Setup

Select Template: Choose a predefined email template from the dropdown menu. The default option is labeled “Default.” Templates can be created or modified to meet organizational needs or user preferences.

From: This field displays the sender’s email address. By default, it uses the admin’s email, helping recipients identify the sender.

Subject: Enter the email subject line. The default subject is “New Booking between {{host.name}} & {{attendee.name}},” automatically including the names of both the host and attendee.

Mail Body

• This section contains the main message of the email, including:
  • Heading: A title for the email, such as “A new Booking has been scheduled.”
  • Dynamic Placeholders: Use placeholders to automatically include booking details, such as:
    • {{meeting.title}}: The title of the meeting.
    • {{attendee.name}}: The name of the attendee.
    • {{meeting.date}}: The date of the meeting.
  • Text Formatting: Format the text using bold, italics, and bullet points for clarity and professionalism.

Available Placeholders

{{meeting.title}}
{{meeting.date}}
{{meeting.location}}
{{meeting.duration}}
{{meeting.time}}
{{host.name}}
{{host.email}}
{{attendee.name}}
{{attendee.email}}
{{attendee.additional_data}}
{{wp.admin_email}}
{{booking.cancel_reason}}
{{booking.full_start_end_host_timezone}}
{{booking.start_date_time_for_host}}
{{booking.start_date_time_for_attendee}}
{{booking.full_start_end_attendee_timezone}}
{{booking.rescheduled_reason}}
{{booking.location_details_html}}

Integrations

Hydra Booking allows seamless integration with various platforms like Mailchimp, ZohoCRM, FluentCRM, Pabbly, and Zapier. For more details, check out our in-depth articles on these integrations.

Here’s a list of integrations available with Hydra Booking:

• Mail Chimp Integration Documentation
• FluentCRM Integration Documentation
• ZohoCRM Integration Documentation
• Pabbly Integration Documentation
• Zapier Integration Documentation

We also offer a custom webhook integration system. You can check the documentation for it here.

Payment

Hydra Booking allows you to accept payments for meetings using platforms like PayPal, Stripe, and WooCommerce Payments. For more information, explore our in-depth articles on these payment options.

Here’s a list of payment options available with Hydra Booking:

• WooCommerce Documentation
• PayPal Documentation
• Stripe Documentation

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Display Meeting Form

After setting up everything correctly, click the Save & Finish button. A popup will appear with several options to choose from.

Share Link: This is the unique post link for your meeting. You can copy and share this link anywhere, allowing people to access your meeting page and make a booking.

Shortcode: Next to the share link, you’ll find the shortcode option. You can copy and paste this shortcode onto any page to display the meeting booking section.

Here is the example of a shortcode in backend.

Here is the frontend.

Embed Code: This unique feature allows you to use the embed code to display the meeting form anywhere you want. You can even use it on other websites to showcase the meeting calendar and users can book using the form. Basically it is an iframe system.

Here is the example of embed code

Here is the frontend

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