Multi-host meeting

Sometimes a meeting needs more than one host. For example, you may want a manager, a sales rep, and a product expert all present at the same time. That’s where multi-host meetings come in. You can assign multiple team members to the same meeting, and NeetoCal will automatically find a time that works for everyone. Once booked, the meeting gets added to everyone’s calendar.

For instance, if you are one of several panelists conducting an interview, it is crucial to find a time when all panel members are available. Multi-host meetings ensure that clients can only book slots when all panelists are free.

Example 1: Let's say there's a multi-host meeting involving two team members, John and Mary. Here are their availabilities.

In this scenario, when clients view the scheduling link calendar, available slots will be displayed from 1:00 PM to 5:00 PM, because that's when both John and Mary are available together.

Example 2: Now, let's consider a scenario where both John and Mary have the following availabilities.

In this case, the client will not be able to book any meeting since the availability of John and Mary do not overlap at all.

Creating a multi-host meeting

1. Click on the Scheduling links tab from the left sidebar.

2. Click on the Add new scheduling link button.

3. Select the Multi host meeting option and click Continue.

4. You will be redirected to the What tab. Fill in the meeting details and click Create.

5. Go to the Hosts tab.

6. Add the required team members using Add host.

7. Click on Save.

Setting availability for the multi-host meeting

Each host has the flexibility to set their own availability, giving them complete freedom in their work schedule. See the article Setting Up Availabilities to know more details.

You can also pick which availability a host uses for this specific meeting:

1. Go to the Hosts tab of your scheduling link.

2. Click the ... menu next to the host.

3. Click Change availability and choose the availability you want.

The View availabilities button on the Hosts tab shows all hosts' schedules side by side, which is handy for spotting why a slot isn't appearing.

Choosing the main host

Every multi-host meeting has a main host. When you create the link, you are set as the main host automatically, and you can pass the role to another host at any time.

The main host determines the video conferencing platform that clients will see and use. The meeting link is generated from the main host's connected account, and the calendar invite is created from the main host's calendar. If the main host doesn't have the selected video conferencing tool connected, NeetoCal uses Jitsi to generate the meeting link.

To change the main host:

1. Visit your scheduling link.

2. Go to the Hosts tab.

3. Click the ... menu next to the host you want to make the main host.

4. Click Mark as main host.