Scheduled Meetings

Our scheduled meetings feature allows you to create event types from scratch or fetch them from Calendly to schedule meetings. With this feature, you can then benefit from enriched data on your invitees, equipped meeting rooms, email reminders, follow-ups and much more. 

IN THIS ARTICLE:


Setting up your meeting types

Creating your meeting type:

With our scheduled meeting feature you can either create your meeting types from scratch or fetch them automatically through our Calendly integration. In order to set up Calendly, you may consult our dedicated article here: Connecting Livestorm & Calendly

In order to create meeting types from scratch, start by clicking on "+meeting type" at the top right corner of your Meet dashboard:

Give a relevant title to your meeting type and click "Create meeting type":

You will then be redirected to the meeting type dashboard.

General settings:

If you need to change the language of your meeting type, you can do it from your general settings. We will translate everything that is visible to your registrants: the registration form, the meeting room, and the emails.

In case you'd like to make any changes on your fetched meeting types, you need to edit them in Calendly directly. Make sure to re-sync the Calendly integration afterward: Connecting Livestorm & Calendly

Building your registration form

The registration form will help you capture information before your meetings.

By default, we require email, first name, and last name. However, you can add more fields 👍

  • Click on "+add a field" at the bottom of "Registration fields" to pick other default fields such as city, phone number, address, etc.
  • You can also create custom fields.
  • Drag and drop the fields to reorder your form content.
  • Click on the checkbox to make the field mandatory.
  • You can add your own custom consent as an option.

Setting up the design:

We give you the options to customize your registration page, email and meeting room with your branding. Here are the few things that you can customize:

  • The cover image that will apply to emails (will be converted to black and white and have the secondary color as a layer on it) (Optimal size is 1600x600px)
  • The logo (will override the company logo that is present in your account information) (Optimal size is 400x120px). If you don't add a logo, we'll grab the one from your Team profile (120x120px)
  • The background color of your page and emails
  • The background and font color of your buttons

Configuring the meeting emails:

We send out three emails to your registrants by default. Once registered, they will receive a confirmation and two reminders (one hour and five minutes before). If you want, you can edit them, add a follow-up email or create custom emails from scratch. 

You may find more information here 👉 How to edit Livestorm emails?

You can pick which notification emails you want to be sent to registrants. Hover over the right hand side and click on the - to remove the email if you don't want to send one. 

You can also choose to set the email signature by team member or remove it completely.

Setting up your room privacy:

Want to have control over your meeting privacy? You can hide the tabs you don't want to appear in the meeting room under "Meeting room" settings. Some can also be set as private (only visible to contributors).

Thanks to our preview mode, you'll see the you'll be able to see the changes that you make on the meeting room directly.

Adding meetings:

When it comes to adding meetings, you have two options. 

If you've set up the Calendly integration, Livestorm will automatically create a new meeting every time a person registers for your event on Calendly.

Otherwise, you can create your meetings directly from Livestorm yourself. In order to do so, click on the Meetings tab on your dashboard and "+new meeting": 

You can then name your meeting and set the date and time accordingly: 

Click "Schedule meetings" and you're set!

Adding team members:

You can add team members to your Livestorm account in your Team settings > Team members. There are two main roles you can assign to a team member when you add them to your Livestorm account: host and moderator. You may find more information about the roles here: How to add team members

Once a team member is added to your account, you can then assign them to your meetings as team members. This way, they'll be able to access the meeting room from their own Livestorm account. 

In order to do so go to the Meetings tab and click to edit your meeting.

You can then add your team members by clicking "+add a team member". Check the highlight option to have your contributors displayed in the emails: 

Once everything is set, you may publish your meeting type to start holding your meetings 👌

Adding and inviting registrants

You can either invite someone to your meeting, or register them manually. In order to do so, hover your mouse over the meeting and click the person icon:

You can share your registration form with anyone by copying the link from the dropdown. Bear in mind that the registration form is specific to each meeting.

You can also register someone manually. In this case, please make sure to have received your registrants' explicit consent to have them registered as required by the GDPR:

Need to add someone while in a meeting? No problem! You can also invite or add a registrant right from your meeting room 😉

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