Schedule New Meeting

You can use Schedule New Meeting in Journeys to easily automate scheduling new meetings with a new hire and a colleague such as a manager or onboarding buddy. Some examples could be scheduled syncs, training sessions, and more. 

To begin, click Create a new step, select Schedule New Meeting and give your step a title.   

The first things you’ll configure are the Organizer, Recipient, Calendar Event Name, and Calendar Description. 

The Organizer field will correspond to who will be leading these meetings, and will become the meeting owner. 

The Recipient field will correspond to who will be invited to the newly created meeting. Often this is the new hire.

The Calendar Event Name and Calendar Event Description fields will reflect what will be displayed when viewing the event in Google Calendar or Outlook. You can also use variables to personalize the title of the new meeting to the organizer and recipient! 

• Note: If scheduling for a new hire, their company email address must be created and set to receive email to schedule a new meeting. Be sure to keep that in mind and check with your IT team when scheduling this step before their start date.  

You’ll then choose between two options: 

1. Schedule meeting anytime based on attendee calendar availability 
   1. This will allow Cleary to look for mutual availability between 9am - 5pm of each attendee's time zone. You can then choose the earliest and latest times you’d like Cleary to schedule these meetings, based off the new hire date, journey start date, or onboarding buddy assignment date. 

If there ends up being no availability between the two employees within these dates, the organizer of the event will receive the following notification: 

“{journey_admin_full_name} wants you to meet with {recipient_full_name}. Please take the lead in scheduling a meeting with them when you are both available.” 

2. Always schedule this calendar event at a specific day and time
   1. Selecting this option will schedule the meeting at a specific time based off the new hire date, journey start date, or onboarding buddy assignment date. This does not take availability for either the organizer or recipient into account. 

Note: These meetings can always be rescheduled after initially scheduled by Cleary by the organizer or recipient. 

Trigger 

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

If choosing At a specific time, you can adjust the variables to trigger based off of the new hire start date, journey start date, or onboarding buddy assignment. This way, for example, the scheduling will not occur until after the user’s email has been created. 

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.

Note: These times are relative to the timezone displayed, not necessarily in the time zone of the employee on the journey. 

You’ll then configure the duration and timeframe for the new meeting. The timeframe and Time zone fields will adjust how Cleary attempts to schedule a new meeting when looking for mutual availability. 

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. 

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.