Time Booking

Create a time booking action for someone to book an available time slot on your calendar for a virtual meeting. Time Booking enables others to book a virtual meeting with you or multiple participants based on mutual calendar availability. Set up your time booking availability from your profile page, and optionally connect to your Google or Outlook calendars to keep your availability up to date.

Learn more about Meetings.

Create Time Booking Action

Users can create a new Time Booking action in a workspace or use an action template from the Templates section of the Library.

If you have not already done so, set up your time booking availability from your profile page, prior to creating a time booking action. 

To add a new Time Booking action in a Flow workspace:

1. Click the ‘...’ icon in the Flow section of the workspace.
2. Select Add New Action from the drop down menu.
3. Select Time Booking from the pop up box. 
4. Determine where you would like to add the new Time Booking action, then click +Add here accordingly. 
5. Click New Time Booking.
   • You can also select an existing action template here instead, then click Continue.
     
6. Add Time Booking details:
   • Title - Give a meeting title.
   • Description - Add a description based on the meeting agenda or your requirements. Use DDR to automatically populate details by clicking the '{.}' autofill icon. Reference previous action metadata (action title, ID, and description), and workspace metadata (name, ID, description, welcome message, workspace owner details, role-specific user details, and workspace variables). 
   • Due Date - Enter the maximum number of days within which this action must be completed. You can choose to exclude weekends when filling in the due date. When enabled, weekends will be skipped, ensuring that deadlines fall only on weekdays.
   • Click on the Advanced Settings and toggle on the Skip Sequential Order if necessary. If enabled, this action can be completed in parallel with the previous action in the flow.
   • Choose Assignee - The user who chooses the meeting time. You can assign the action to a Client Group, Team, or to an existing role.
     
     
     
     
7. Set the action due date, selecting from:

   • No Due Date

   • Due in 3 days

   • Due in 5 days

   • Due in 1 week

   • Due in 2 weeks

   • Custom Due Date: Click on Custom... from the dropdown menu and specify the number of days to start the action. You can select from the action start date, before the workspace end date or select a specific date to customize. Click Save to apply.
     
     
     
     

8. Users can exclude weekends when setting due dates for actions. When enabled, weekends will be skipped in the calculation of due dates, ensuring that deadlines fall only on weekdays.
   
   
9. Click Next to add the meeting details. Enter the following required fields: 
   • Meeting Topic - Give a meeting topic. Use DDR by clicking the '{.}' autofill icon to reference previous action and workspace details for meeting titles. 
   • Meeting Duration - Set the length of the meeting.
   • Participants - Add participants or roles (if creating a template). The system will find and only show common available time slots across all other meeting participants to the assignee.
   • Scheduling Window - The maximum number of days in the future that a meeting can be booked.
10. Optionally, click Advanced Meeting Settings to set up advanced meeting controls for the meeting that will get scheduled from this action.
    • Users can choose between Moxo, Zoom, MS Teams, or Offline meeting types when setting up a time booking (If enabled at org-level). By default, the meeting location will be set as Moxo Meeting. 
      
      
      
      
    • Enable Meeting Security: Choose from the following options:
      
      
      
      
      • Standard: This will allow anyone with the meeting link to join. 
      • Enable Waiting Room for Guests: Only external participants (guests joining via the meeting link) will be placed in the waiting room and must be admitted by the host.
      • Enable Waiting Room for All: All participants, including internal team members, must be admitted by the host before joining.
      • Password: This will require participants to enter a meeting password to join.
        
    • Video: This configuration allows you to choose if you want the meeting host and participants to have video automatically turned on or off when joining the meeting.
      
      
      
      
    • Mute participants upon entry: Turn this ‘On’ if you want participants to be muted when joining the meeting.
      
      
      
      
    • Record meeting automatically: Toggle this ‘On’ if you want the meeting to be recorded automatically.
      
      
      
      
11. Click Add to finalize creating the new Time Booking action. This new action will now appear in the Flow section of the workspace.

Any user from the assigned team or group can take ownership of completed the action. Once one user completes the action, it will complete the action for everyone.

You can assign an action to a role only when you're creating an instant flow workspace.

The Time Booking action supports multiple Google Calendars, allowing users to seamlessly management appointments across more than one calendar.

To add a new Time Booking action in a 1:1 or Group Workspace:

1. Click the ‘+’ icon on the bottom of the screen.
2. Click on Time Booking from the pop up box.
3. Click New Time Booking.
   • You can also select an existing action template here instead, then click Continue.
     
     

To add a new Time Booking from +New:

1. Click the ‘+New’ from the top navigation bar.
2. Select Action from the menu box. 
3. Select the Workspace Type to add the Action to. 
   • Existing Workspace
     1. Search for the Workspace by title.
     2. Click on the desired workspace.
     3. Click Next.
        1. If you have selected a Flow Workspace, select where to add the action in the Flow.
   • New Workspace
     1. Select the new Workspace type - either a Flow Workspace or Group Workspace if applicable based on your Moxo plan.
     2. Title your Workspace.
     3. Click Next to create the new workspace and add the action.

Assignee Experience

When a user is assigned a Time Booking action, they will find it in the Flow section of the workspace. Additionally, users will receive notifications whenever an action is assigned to them, and these notifications will appear in the chat section of the interaction panel as well.

To complete the Time Booking action:

1. Click on the Time Booking, and view the details.
2. Select a date & time for the meeting. Available time slots shown are the common available times across the other participants’ calendars. 
3. Click Confirm.

Managing Time Bookings

After a Time Booking action has been created, only the creator of the Time Booking action (or the user set as the meeting host) can edit the action details. If the meeting time booked no longer works, you can also reopen the action to reschedule a new meeting.

To manage a live Time Booking: 

1. Simply click on the Time Booking you are trying to manage in the Flow.
2. Then click the ellipses ‘...’ icon. Here you will see options to Edit, Mark as Completed, Delete, or Save as Template.
   
   

Send an action reminder manually

Internal users can manually send reminders to assignees for open actions. 

To send an action reminder:

1. Navigate to the pending action.
2. Click on the ‘...’ ellipsis icon next to the assignee.
3. Click Send Reminder to send a notification to the assignee. 
4. If applicable, a timestamp of the last sent reminder will appear.
   
    

To reopen a Time Booking action: 

1. Simply click on the completed Time Booking action you would like to reopen.
2. Click the ellipses ‘...’ icon.
3. Here you will see options to Reopen and Delete the action.