Migrating to the new Scheduling suite
Front Scheduling has been rebuilt from the ground up to offer a more seamless and intuitive scheduling experience. This article will explain how to move to the new Scheduling product if you’re still using the legacy scheduling links, which will be fully retired on December 21st, 2020.
The new Scheduling offers a number of new improvements:
- Composer integration: A deep integration with Front’s composer allows you to offer potential meeting times with just a few clicks from the composer without ever having to leave your email.
- Single login: Built as part of Front Calendar, the new Scheduling eliminates the separate Google or Office365 login step that was previously necessary to use Scheduling. All calendars that you can view through Front Calendar are also now available through Scheduling.
- Improved design: A redesigned user experience makes it easier to create and customize your Scheduling Links.
- More videoconferencing options: Support for Microsoft Teams and Skype Meetings videoconferencing has been added alongside Google Hangouts and Zoom
To simplify the user experience, the new Scheduling product has also removed some less frequently used features:
- Homepage: The Homepage feature where multiple scheduling links could be added to a single page is not available in the new Scheduling. You can still create multiple scheduling links for the different types of meetings you want to schedule.
- Reminder and confirmation emails: Meeting reminder emails and customizable meeting confirmation emails are no longer provided on scheduling links. A confirmation email is still sent to all attendees after a meeting is booked on scheduling link.
- Templates: Meeting templates will no longer be supported.
Where to find the new Scheduling experience
You can find the all-new Scheduling in the Front Calendar and the composer:
Instructions for migrating your scheduling links
If you’re currently using scheduling links that were created in the legacy scheduling, you will need to recreate those links in the new Scheduling because legacy scheduling links will be shut down on December 21st, 2020. Here are the steps do so:
First, assess the scheduling links that you’re actively using that you want to migrate. These scheduling links could be in your email signature, embedded on your website, or part of a message template. To view all of your existing scheduling links, login to meetingbird.com with the Google or Office365 account you were using. From the Meetingbird app, you’ll see a list of your scheduling links and can decide which ones you want to migrate.
For each link that you want to migrate, recreate a new Scheduling Link in the new Scheduling. To do so, open the calendar plugin in Front and then click View scheduling links. If you don't see this button, make sure you're on the latest version of Front by refreshing your browser tab or restarting your Front desktop app.
From here, click New Scheduling Link to open the scheduling link creator.
You’ll see a popup to create a new link. Click Add available meeting times to pick the times that you’d like to offer.
Here, you will choose either Recurring or Standard availability:
- Recurring: Provide the same meeting availability week-to-week, such as every Tuesday from 9am to 4pm. To prevent you from getting double-booked, time slots will be automatically hidden from meeting requestors if times conflict with existing events on your calendar.
- Standard: Specific time and dates in mind that are not recurring, such as June 20th, 2pm-4pm and June 22nd, 10am-12pm. You will see your calendar and be able to choose your desired times.
After selecting your desired meeting availability, click the blue Save times button on the bottom right corner to save your selections.
While still in the Availability section, you can continue customizing your scheduling links availability with other settings:
- Calendar: Controls the calendar that meetings will be added to. By default, this is set to your default calendar, which you can update by following instructions here.
- Prevent double booking: Ensures that viewers of your scheduling link don’t see meeting slots that overlap with existing events on your calendar. By default, your default calendar will already be selected here, but you can also add or remove additional calendars to customize this behavior.
- Additional guests: Allows you to automatically invite other people, such as a teammate, to meetings booked on your scheduling link.
- Meeting buffer: Set a buffer time between meetings to prevent having meetings booked back-to-back.
- Advance notice: Set an amount of time for advance notice before your meeting start time; people will not be able to book a meeting within your set time preceding a meeting, to prevent last-minute bookings.
- Start time increments: Choose the start times presented to users for your scheduling link. Choosing 1 hour will start each meeting slot at the hour; choosing 30 minutes will start meeting slots at 1pm, 1:30pm; and so forth.
In the Meeting settings section, customize the details of the calendar event that’s created after someone picks a time on your scheduling link. Here you can customize details like the meeting title, duration, video conferencing (Zoom, Google Hangouts, Microsoft Teams, and Skype Meetings are supported), location, and description.
You can even add questions that users are required to complete before booking a meeting with you. For example, a sales representative can ask visitors to provide their company size and industry before booking a meeting.
Once you’re done configuring your scheduling link, click the blue Save button. You’ll now see your Scheduling Link in your list of scheduling links. From here, you can copy your link and share with anyone for easy meeting scheduling!
Start using your new Scheduling Link by sending it to people you want to meet with. You’ll also want to ensure that you update any places that link to a legacy scheduling link like an email signature, a message template, or your website.
It’s easy to tell if your scheduling link is up-to-date; scheduling links from the new Front Scheduling start with cal.frontapp.com, while scheduling links from the old system that will be retired on December 1st start with calendar.frontapp.com and meetingbird.com.
Ju-Vern See Scheduling links can no longer be shared across a team like they could previously within Meetingbird. Instead, we recommend sharing links via a canned response. For example, if you and your team are commonly using each other's scheduling links to book meetings with customers, you could create canned responses like "Book a meeting with Paul" that would allow you to quickly insert a teammate's scheduling link right from the composer. Feel free to email us if you need assistance with this.