In GReminders, Event Types are customizable templates that define how appointments or meetings are scheduled, structured, and managed within the platform. They allow users to automate scheduling, set specific rules, and tailor the booking experience for clients. Event Types integrate with Google, Outlook, or Redtail calendars and support features like reminders, buffers, and custom questions to streamline scheduling and reduce no-shows. Below is a detailed explanation of Event Types and their key components, based on available information:

What Are Event Types?

Event Types are predefined configurations for different kinds of meetings or appointments you want clients to book with you. They can be used for individual meetings between you and a client to one-to-many events like webinars, classes, or trainings, where multiple attendees can book the same time slot as well as set an attendance limit. It can also be used for team events where bookings can be distributed across team members so that everyone attends. Each Event Type can be customized to fit specific needs, such as meeting duration, location, availability, and approval requirements, making them versatile for various industries, including financial services, professional services, and healthcare.

What Event Types Are Available?

• One-on-One Event – ideal for individual appointments.
• Group Event – ideal for seminars, webinars, trainings, classes.
• Recurring One-on-One – ideal for repeated individual appointments.
• Round Robin – picks the best-matched member of your team based on availability.
• All Together – ideal for getting the entire team together.
• Hybrid – a combination of Round Robin and All Together.
• 2x Round Robin – picks the best-matched member from each group based on availability.
• Group Round Robin – picks the best-matched member available for seminars, webinars, trainings, and classes.
• Recurring Round Robin – picks the best-matched person available for repeated meetings.

Key Features of Event Types

• Customization Options: Name and Description: Define a clear name (e.g., “30-Minute Consultation”) and description to help clients understand the purpose of the meeting.
• Location: Specify a single location (e.g., Zoom, Microsoft Teams, physical address) or allow clients to choose from multiple options (e.g., in-person, phone, or virtual).
• Duration and Buffers: Set the length of the event and add pre- or post-meeting buffers to ensure breathing room between appointments. For example, a “Deep Dive” event might have a 2-hour buffer, while a “Demo” might have a 10-minute buffer.
• Custom Questions: Collect additional information from clients during booking, such as name, email, phone, or specific details relevant to the meeting (e.g., “What is your main goal for this meeting?”). You can use pre-made or custom questions and mark them as required or optional.
• Thank You Page: Choose between a standard GReminders Thank You page or a custom URL to redirect clients after booking.
• Availability Settings: This starts with each user’s Working Hours in GReminders.
  • Define when clients can book by setting specific time ranges for each day of the week (e.g., Mondays 8-11 AM, Tuesdays 9-10 AM and 3-6 PM).
  • Use advanced availability settings to restrict bookings to specific dates or times, or block out unavailable times with “dummy” events on your calendar.
  • Respect existing calendar events to avoid double-booking.
• Approval Requirements: Enable the “Require Approval Prior to Final Booking” option to manually approve or decline bookings before they are added to your calendar. Unapproved bookings block the time slot temporarily but won’t appear on your calendar until approved. This feature is useful for controlling who books with you and is not available for group events.
  • This is also available for Requiring Approval for Rescheduled Appointments.
• Single-Use Links: Create single-use Event Type links that allow a client to book only once, after which the link becomes invalid. These links auto-expire after 90 days if unused, providing greater control over your schedule. This can be controlled in the Host Settings.
• Calendar Integration: Event Types sync with Google, Outlook, or Redtail calendars, ensuring appointments appear almost instantly. You can choose which calendar to use and whether to include the client as an attendee on the calendar event. Excluding clients allows private notes in the event description without notifying them of changes.
• Workflow Automation: For Redtail CRM users, Event Types can trigger specific workflows. This streamlines processes like onboarding or client management by launching checklists or tasks in Redtail/Wealthbox when an event is booked.
• Reminders and Notifications: Event Types integrate with GReminders’ SMS and email reminder system. You can configure reminders to be sent based on event criteria (e.g., event title, location, or meeting type) and adjust timing to account for clients’ time zones based on their zip code.
  • Host notifications can be set to alert you of new bookings, confirmations, reschedules, or cancellations via email or SMS.
• Event Type Templates: Administrators can create Event Type Templates to standardize scheduling across an organization, particularly for onboarding new users or ensuring compliance in regulated industries (e.g., financial services). Templates can be locked to prevent user edits or unlocked for specific sections (e.g., location or calendar selection). They can be assigned to specific user profiles or teams.
• Sidebar and Sharing: Use the GReminders Sidebar (available for Chrome and Edge) to quickly share Event Type links or create one-off events. You can copy a main booking page link, a specific Event Type link, or a single-use link. Favorite frequently used Event Types for quick access.

How to Set Up Event Types

Access Event Types: Navigate to the “Event Types” section in the GReminders app from the Nav bar
Create a New Event Type: Select whether it’s a one-on-one, group, Round Robin, or All Together event.
Enter details like name, description, location, duration, and buffer times.
Configure availability, custom questions, and approval settings as needed.
Share the Event Type: Share the Event Type URL directly with clients or embed it on your website using the provided code. Clients can book via a public booking form that respects your availability and settings.
Manage Existing Event Types: If you see events with a “Managed” badge, these were pre-set by an administrator using Event Type Templates. Users can edit unlocked sections (e.g., location) but not locked ones (e.g., event name).

Event Type Templates:

GReminders Event Type Templates are a feature designed for administrators to streamline the setup of scheduling capabilities for multiple users within an organization. These templates allow admins to create standardized event types—such as one-on-one meetings, group events, or round-robin team events—that can be assigned to specific user profiles or teams. By pre-configuring settings like event names, descriptions, locations, booking rules (e.g., duration, buffer times, or approval requirements), and permissions, they ensure consistency and efficiency across the organization.

Key features include:

• Centralized Management: Admins can create templates at the management level, which users access with a “Managed” badge, indicating pre-set configurations.
• Customization and Control: Sections like location or booking rules can be locked to enforce standardization or unlocked to allow user edits, balancing flexibility with compliance needs (e.g., in industries requiring pre-approved client communications).
• Group Assignments: Templates can be assigned to specific user profiles or teams, and changes to assignments are managed carefully to avoid disrupting existing schedules.
• Streamlined Onboarding: New users instantly access pre-configured event types upon logging in, reducing setup time.
• Team Event Options: Supports advanced scheduling like round-robin or collective team events, assignable directly to teams.
  • This feature enhances organizational efficiency, ensures compliance, and simplifies scheduling for large groups.

That’s it! Any questions? Please email [email protected]

Happy Scheduling!