Purpose:

You can use Add to Recurring Meeting in Journeys to easily automate adding new hires to recurring company meetings. Some examples could be company all hands and orientation meetings.

If you choose the General New Hire Onboarding Journey template, Add to New Hire Orientation and Add to Company All Hands are two templated steps that you can choose to edit by clicking on the drafted step.

In addition, you could click Create a new step, select Add to Recurring Meeting and give your step a title to start from scratch.

You’ll see the following screen after creating the recurring meeting step type for either Google Calendar or Microsoft Outlook:

First you’ll need to add the Event URL from Google Calendar:

Adding the Event URL

Locate the event on your Google Calendar and click the event to view the pop-up:

Click Edit Event via the pencil icon to open the full-page event view

Once you’re viewing the full-page event, copy the URL
Paste the URL to the Google Calendar Event URL field in Cleary and press Submit. Once Submitted, the Calendar ID and Event Name should automatically be populated!

Note: If the event name is changed in Google, this step will need to be repeated to sync correctly with the new event name.

You can choose to add the new hire to 1 instance of this meeting (e.g. a training session) or all instances (e.g. company all hands), which they’ll begin to be added to after their start date.

Scheduling

Next, you’ll choose when to trigger adding the user to a recurring meeting. You can choose to trigger this step either at a specific time, or after a previous step has been completed.

Note: A user’s company email address must be created to be added to a recurring meeting. Be sure to keep that in mind when scheduling this step.

If choosing At a specific time, you can adjust the variables so the step triggers before/after/on the new hire’s start date. This way, for example, the scheduling will not occur until after the user’s email has been created.

Note: This trigger will occur in the timezone displayed, not necessarily in the time zone of the employee on the journey.

If choosing After step has been completed, you can set this step to trigger immediately once a selected step has been completed, or a certain amount of days after the selected step has been completed.

Advanced Settings

You can further adjust this step with two more advanced settings:

Error handling

If this option is selected, a new hire will be added to this meeting even if they’re added to the journey after the step should have been triggered.

For example: You’ve chosen to schedule this step 2 days before the new hire start date, but the new hire wasn’t added to the journey until 1 day before their start date. Enabling this option will ensure they’re added to the meeting even though it falls after the 2 day trigger.

Restrict this step to a specific audience

By default, every new hire will be added to the recurring meeting. However, you can choose to restrict this step to a certain audience.

For example: If you don’t want contractors to be added to this recurring meeting, you can set up the audience like so:

Finally, once you’ve configured this step to your liking, you can choose to Save as Draft or Publish this step type.

If the step is saved as a draft, it will not be live when the Journey is published. You must click Publish to ensure the step is live once the Journey is.

Other Errors

If the new hire doesn't yet have a company email address, the following email will be sent. This will include instructions for how to add the new hire once the address is obtained:

FAQ

Q: When do meetings get scheduled?

A: Invites are triggered to be sent out once a company email has been set in Cleary for the new hire.

Q: I've added employees to a journey to add to a recurring event but why is it taking some time to add everyone?

A: Because of how Google's API works, if adding many users at once to a journey with this step type, this could take up to an hour to complete based on company size.