OnceHub | Blog https://www.oncehub.com/blog Keep up to date with news, updates and tips from OnceHub Wed, 16 Sep 2020 15:40:40 +0000 en-US hourly 1 https://wordpress.org/?v=5.5.1 OnceHub to offer ScheduleOnce to Cetera’s network of financial professionals https://www.oncehub.com/blog/oncehub-to-offer-scheduleonce-to-ceteras-network-of-financial-professionals/ https://www.oncehub.com/blog/oncehub-to-offer-scheduleonce-to-ceteras-network-of-financial-professionals/#respond Tue, 15 Sep 2020 16:17:19 +0000 https://www.oncehub.com/blog/?p=5630 FOR IMMEDIATE RELEASE September 16, 2020, OnceHub, a leading provider of smart scheduling solutions, today announced that ScheduleOnce, its enterprise scheduling solution, has been approved as a compliant solution for Cetera’s network of 8,000 financial professionals. Cetera prides itself in offering modern tech, personalized support and championing the success of its community. Financial services is […]

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FOR IMMEDIATE RELEASE

September 16, 2020, OnceHub, a leading provider of smart scheduling solutions, today announced that ScheduleOnce, its enterprise scheduling solution, has been approved as a compliant solution for Cetera’s network of 8,000 financial professionals.

Cetera prides itself in offering modern tech, personalized support and championing the success of its community. Financial services is a highly regulated profession and ScheduleOnce enables financial professionals to engage clients and prospects in a manner that’s efficient and meets the strict retention and security requirements required by Cetera to become a preferred provider.

ScheduleOnce’s flexible and accessible scheduling solution makes it easy for clients and prospects to book face-to-face, telephone, or virtual meetings, ensuring that financial professionals can offer a seamless experience and continued high-quality professional service to their clients, even in difficult times.

ScheduleOnce eliminates the back and forth when scheduling meetings by giving clients access to their financial professionals’ available time through a branded booking page. ScheduleOnce automatically sends confirmations and reminders, keeping everyone up to date with any cancellations or rescheduled meetings.

The solution allows financial professionals to create any type of meeting scenario they may need. These options include group sessions with multiple attendees, resource pools that automatically assign an available financial professional to a meeting, and panel meetings with more than one financial professional present. ScheduleOnce’s comprehensive privacy and security capabilities ensure compliance with FINRA requirements.

Ladan Mirzadeh, Vice President of Marketing at Cetera said, “Productivity enhancers like ScheduleOnce allow our community of financial professionals to efficiently meet and collaborate with clients, prospects and their teams. The ability to preview calendars and schedule meetings at one’s convenience is a huge efficiency driver for entrepreneurs and a differentiator in the client experience our financial professionals are able to offer.”

“We are delighted to align with Cetera as they strive to help their advisors engage with their clients in the most professional and seamless manner,” says Lewis McMahon, Global Director of Customer Success at OnceHub.

About OnceHub: Since 2011, OnceHub has powered organizations with appointment scheduling solutions that shorten time-to-engagement in all phases of the customer life cycle. Our scheduling software seamlessly integrates into your existing business processes and customer touch points, allowing you to connect easily with prospects and customers, ultimately leading to higher conversion rates and improved customer satisfaction.

For complete information, visit: https://www.oncehub.com

Media Contact:
OnceHub
Attn: Media Relations
2093 Philadelphia Pike #5585
Claymont, DE 19703

contact@oncehub.com

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Why every business deserves enterprise-grade security https://www.oncehub.com/blog/every-business-deserves-enterprise-security/ https://www.oncehub.com/blog/every-business-deserves-enterprise-security/#respond Tue, 08 Sep 2020 14:56:08 +0000 https://www.oncehub.com/blog/?p=5583 It’s not just large enterprises that care about the security of their software. Every business, large and small, wants to know that their data is safe. So why does it normally cost extra to get enterprise-grade security? OnceHub offers enterprise-grade security to all its customers, at no extra cost. More cloud, more apps, more risk […]

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It’s not just large enterprises that care about the security of their software. Every business, large and small, wants to know that their data is safe. So why does it normally cost extra to get enterprise-grade security?

OnceHub offers enterprise-grade security to all its customers, at no extra cost.

More cloud, more apps, more risk

The world is constantly changing and so is the way that teams manage their work. More and more businesses are using cloud-based software, especially as fewer people work in corporate offices. Companies rarely have one system to do everything but instead use different solutions for different processes.


This all leads to an increase in the number of apps that need managing for security and risk. It also leads to problems with users managing multiple passwords across different systems.

Password fatigue

Managing risk with single sign-on (SSO)

One way for a business to manage these risks is by using a single sign-on (SSO) solution. This enables centralized enforcement of passwords policies while providing employees with a single username and password to access all company-approved apps.


SSO also gives the business an easy way to manage employee access. They can use an identity provider (IdP) like Okta, Cisco Duo, Microsoft Azure, OneLogin, or G-Suite to manage multiple apps in one place. This also allows them to easily add new employees, quickly remove old employees, and review a full audit trail of who’s accessing what, where, and when.

Security shouldn’t cost extra

Many software companies charge extra for single sign-on (SSO) capabilities or only include it in their most expensive “Enterprise” plans. OnceHub believes that every business deserves the best security and therefore provides single sign-on to all its customers, at no extra cost.


If you’re a OnceHub customer and you want to enable single sign-on for your account, simply contact our Support team. It’s quick and easy to set up and you’ll be sure to sleep better at night.

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Explaining Clean Architecture https://www.oncehub.com/blog/explaining-clean-architecture/ https://www.oncehub.com/blog/explaining-clean-architecture/#respond Tue, 21 Jul 2020 06:43:08 +0000 https://www.oncehub.com/blog/?p=5513 The post Explaining Clean Architecture appeared first on OnceHub | Blog.

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At OnceHub, we recently had a whirlwind tour of different architecture concepts and techniques. While researching the various techniques, I noticed that Clean Architecture, also known as Onion Architecture or Hexagonal Architecture, or Vertical Slice Architecture are sometimes simplified to the point of being a bit misleading, resulting in architectures which the Clean Architecture is trying to prevent.

The main purpose of Clean Architecture is to allow the business to adapt to changing technology and interfaces. While the internet might move from desktop to mobile, or from mobile to virtual assistant, the core business remains the same. Particularly in the fast-paced world of Javascript frameworks and front-end libraries, using clean architecture can save you from the common pattern of tightly coupling the business logic to the presentation layer or the framework. 

Making a business’s solution accessible in any technological format should not require rewriting significant parts of the application. As appointments move from the physical to the virtual, a clean architecture allows for minimal disruption to core business use cases.

Often, the first exposure most people have to clean architecture is the main circular diagram explaining the high-level concepts of different architectural layers. 

Here is the main diagram as presented by Robert Martin:

Let’s dive into this diagram for a bit.

There are two popular ways to interpret this diagram: as a cross-section of a sphere, or as a traffic cone/step pyramid.

When looking at it as a sphere, we say that the business domain entities are the inner core, and that the UI, APIs, DBs or external devices are the public shell.

The inner core is called from the use cases, which are called from the controllers, presenters, or gateways, which are called from the public shell. When looking at the system from the outside, you mostly move into the system from the devices and UI and DB, into the controller layers, which then call the use cases, which call into the business domain entities.

When looking at the diagram as a traffic cone, then you have the tip which is the most pure and abstract, having zero dependencies and rarely changing. The wide, bottom layer is then the most concrete and most likely to change. Each layer of the cone has dependencies on the layer above it. Both understandings are useful.

The flow of control in the corner shows how each object within the system has 3 parts. It has the input port, the output port, and the interactor that converts the two. These parts can be interfaces or objects or properties, depending on the complexity, language, and level of abstraction, but all cross-boundary communication happens in these ports. This ensures that the code in any particular layer knows nothing about code in the other layers.

There is a common misconception that this diagram sums up all the main points of the architectural pattern. Using this diagram alone, the naive and simple implementation of this is to create a folder structure matching the high-level layers. In fact, some tutorials online present the following simplistic folder structure as how to implement Clean Architecture.

Created in Excalidraw

However, this is a mistake for two reasons:

  1. A change to the employee onboarding use case will result in changes made across four packages. This means that the code is violating the rule of having high cohesion.
  2. The architecture does not ‘scream its purpose’.

The intended layout of the packages in clean architecture is what Robert Martin calls ‘Screaming Architecture’. The idea here is that your package structure screams the intent of the app without looking at the individual classes or lines of code.
The more correct structure would look like this, where each business domain is easily identified from the top level:

Created in Excalidraw

However, these two images alone aren’t complete either.

If you just work from the first two images, you will likely make the classes tightly coupled, and will often get confused on how to keep the layers separate. This is because there isn’t enough information in these two diagrams to properly understand the role and purpose of ports and adapters between the layers. The internal flow of data between business domains isn’t as clear as it could be. After making the mistakes of tightly coupling the classes, and improperly separating communication across boundaries, many give up on the architecture, considering it too complex and at the same time, not providing enough benefit.

This is because we have a very high and a very low level of abstraction, without the complex glue to bring it all together. There is a third diagram which is needed to complete the picture, and this is the information/data flow diagram.

Robert Martin presents the diagrams as this:

Stackoverflow image


Which we’ve recreated with more concrete examples and clear boundaries from our fictional and anemic ‘Payroll App’ here:

In this diagram, the green arrows represent ‘input, and the red arrows represent output. Notice how the arrows in the first and third diagrams go in opposite directions. From outside the system, data goes in from the view, goes through the controllers and databases into the use cases and heads towards the center of the system, which is the entities.
However, in the third view, all the Entities are off to the side. Entities get populated by the repositories and those entities are injected into all the controllers and use cases that make use of them. Notice how all the red arrows move in one direction. This is known as dependency inversion.

Note that inside a region, inputs (green arrows) and outputs (red arrows) flow in any direction. However, once a boundary is reached, green and red arrows only flow in one direction. Inputs go INTO a region, and outputs come out of a region. It’s very easy and tempting to have the repository be an input to the generatePaySlip UseCase, and just grab the data directly. But instead, we make sure our Entity classes are the only source of data going INTO the UseCase, being their own output.

So to summarize: 

  • The first image is a very high-level conceptual abstraction of how you should think about the various layers of your application or service. It introduces class concepts like Repository, UseCase, and Presenter.
  • The second image is how we organize our files and packages into business domains, so developers know exactly where to go when making a change. The packages make no reference to the layer concepts; those only show up in the individual files.
  • The third image is how we architect the communication among the classes and domains. Notice that data freely moves between packages and layers. Yet when you change the code in one package, it has no effect on the code in any of the other packages.

Working with incomplete data often leads to an incomplete understanding. Whenever you talk to others about clean architecture, make sure you are able to provide all three images, to reduce confusion. If you wish to learn more about various architecture techniques and when to use them, join us or follow this blog. You can also feel free to book time with me if you’d like to discuss things further.


Avi Kessner, Software Architect

Avi started as a Flash Animator in 1999, moving into programming as Action Script evolved. He’s worked as a Software Architect at OnceHub since September 2019, where he focuses on Cloud Native Automated workflows and improving team practices. In his free time, he enjoys playing games, Dungeons & Dragons, Brazilian jujitsu, and historical European sword fighting.

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LPL Financial selects OnceHub for inclusion in the firm’s Vendor Affinity Program https://www.oncehub.com/blog/lpl-financial-selects-oncehub-for-inclusion-in-the-firms-vendor-affinity-program/ https://www.oncehub.com/blog/lpl-financial-selects-oncehub-for-inclusion-in-the-firms-vendor-affinity-program/#respond Mon, 13 Jul 2020 19:30:20 +0000 https://www.oncehub.com/blog/?p=5502 FOR IMMEDIATE RELEASE July 13, 2020, OnceHub, a leading provider of smart scheduling solutions, today announced that ScheduleOnce, its enterprise scheduling solution, has been selected for inclusion in LPL Financial’s Vendor Affinity Program. It is the first compliant scheduling solution approved for use by LPL-affiliated clients, including more than 16,000 financial advisors and RIAs, and […]

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FOR IMMEDIATE RELEASE

July 13, 2020, OnceHub, a leading provider of smart scheduling solutions, today announced that ScheduleOnce, its enterprise scheduling solution, has been selected for inclusion in LPL Financial’s Vendor Affinity Program. It is the first compliant scheduling solution approved for use by LPL-affiliated clients, including more than 16,000 financial advisors and RIAs, and nearly 800 institutional clients. 

LPL’s Vendor Affinity Program is designed to help advisors reduce the complexity and costs of running their businesses, curating a network of third-party vendors that have agreed to provide their products and services to LPL advisors at discounted prices. Vendors are selected for inclusion in the program based on advisor demand and their ease of doing business with LPL advisors and have met certain security and compliance requirements.

ScheduleOnce’s flexible and accessible scheduling solution makes it easy for clients and prospects to book face-to-face, telephonic or virtual meetings, ensuring that financial advisors can continue to offer a seamless experience and professional service to their customers in these difficult times. 

ScheduleOnce eliminates the back and forth when scheduling meetings by giving clients access to advisors’ available time through an advisor-branded booking page. Clients can then choose  a meeting time and format,  saving clients and advisors time and money. ScheduleOnce automatically sends confirmations and reminders, keeping everyone up-to-date with any cancellations or rescheduled meetings. 

The solution provides scheduling flexibility that allows financial advisors to create any type of meeting scenario they need. Options include group sessions with multiple attendees, resource pools that automatically assign an available financial advisor to a meeting, and panel meetings with more than one available advisor present. Additionally, ScheduleOnce’s comprehensive privacy and security standards and features work to ensure that advisors remain compliant with industry regulations. 

“Now more than ever, it is important for our clients to have access to capabilities to be able to manage their businesses more efficiently and to enhance the digital service experience they provide to their clients,” said Rob Pettman, LPL Financial executive vice president, Products and Platforms. “In listening to LPL advisors, we recognize the value that a scheduling tool can bring to their business operations. With OnceHub, our advisors now have a compliant solution that makes it easy for their clients and prospects to book appointments and customize the format of their meetings. Even more important, given today’s remote working environment, advisors have a broader set of capabilities to be able to productively operate a digital office.” 

“We are delighted to partner with the great team at LPL to help them deliver leading-edge solutions to their vast network of independent advisors,” says Lewis McMahon, Global Director of Customer Success at OnceHub. “We look forward to a long-lasting partnership as we continue to innovate and enable businesses to thrive in this changing world.”

About OnceHub: Since 2011, OnceHub has powered organizations with smart scheduling solutions that shorten time-to-engagement in all phases of the customer life cycle. Our scheduling software seamlessly integrates into your existing business processes and customer touch points, allowing you to connect easily with prospects and customers, ultimately leading to higher conversion rates and improved customer satisfaction.

For complete information, visit: https://www.oncehub.com

Media Contact:

OnceHub
Attn: Media Relations
340 S. Lemon Ave. #5585
Walnut, CA
+1.650.206.5585 / US toll-free: 800.505.5257

contact@oncehub.com

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Financial advising in a changing world https://www.oncehub.com/blog/financial-advising-in-a-changing-world/ https://www.oncehub.com/blog/financial-advising-in-a-changing-world/#respond Sun, 05 Jul 2020 12:43:26 +0000 https://www.oncehub.com/blog/?p=5468 Why use online scheduling? The world is changing. More people than ever expect to meet with their financial advisors (and everyone else) virtually. At the exact same time, younger generations are starting to need financial planning assistance. These clients expect a quick, easy, and up-to-date process for scheduling and taking their meetings online. Client engagement, […]

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Why use online scheduling?

The world is changing. More people than ever expect to meet with their financial advisors (and everyone else) virtually. At the exact same time, younger generations are starting to need financial planning assistance. These clients expect a quick, easy, and up-to-date process for scheduling and taking their meetings online.

Client engagement, which is more important than ever right now, has a different character virtually than face-to-face. If you provide a clear solution to your clients’ immediate and future financial troubles, they’re more likely to stick with you long-term. Getting this right is key. A significant impression made at a critical time of need goes a long way.

Virtual appointments also risk your attendance rates. It’s easier for clients to forget a meeting when they’re at home instead of traveling to a physical office.

However, financial advisors who offer their clients online scheduling enjoy both higher client engagement and attendance. A scalable and compliant online scheduling solution helps you handle a high number of virtual meetings with flexibility and efficiency. Most importantly, both you and your customers stay happy. They’re more likely to book with you, and thanks to the automated reminders they receive, they’re more likely to attend.

What are the best ways to offer video meetings?

At the end of the day, your drive, expertise, and ability to communicate with clients make a substantial difference. However, in helping tens of thousands of financial advisors provide virtual services to their clients, we’ve found multiple easily replicated trends in how they provide virtual services to their clients. These range from the most basic offerings to extensive commitments that span months and longer.

This article details the services more successful financial advisors provide their clients. They’re able to balance their priorities and focus their clients’ attention on the services most relevant to them. This results in more bookings, happier clients, and a more manageable workload.

Top practices include:

  1. Video meetings for your clients
  2. Separate offerings among three categories
    • New, current, and VIP clients
  3. Webinars and lectures for multiple attendees
  4. Session packages for current clients
  5. Top methods for offering scheduling

Video meetings for your financial advising clients

The most successful financial advisors have long offered video meetings to clients across the world. They understand virtual meeting options expand their reach and client base. A phone meeting can take you global but that’s no comparison to looking into someone’s eyes and observing their expressions. When you’re someone’s financial advisor, you’re engaging in key conversations with your clients. Connection and engagement are essential to a long-term advising relationship.

You can shift nearly all face-to-face financial advising appointments to virtual appointments by using video conferencing software. It’s essential now more than ever to embrace video meetings as a scheduling option. By meeting with your clients through video conferencing software, you stay accessible to them in a challenging time.

You can reduce confusion and effort by integrating your video conferencing app with your scheduler. The most popular options include Zoom, Google Meet, Microsoft TeamsGoToMeeting, or WebEx. You won’t need to create a session in the video conferencing app each time someone books a meeting. Instead, the integration handles the booking in all connected systems. All conferencing information is provided in notifications and in the calendar event, so there’s no need to worry about dropping the ball or confusing clients.

The integration also handles any cancellations and rescheduled meetings automatically. This saves you valuable time and your clients the confusion of receiving too many notifications at once. They also don’t have to track which conferencing information is the right one for the rescheduled meeting.

Learn more about OnceHub’s video meeting integrations

Separate offerings among categories: New, current, and VIP

New and current clients

The majority of financial advisors prefer to organize their event offerings into at least two primary categories: those for new clients and those for current clients.

Some financial advisors prefer to offer their clients a choice. The visitor selects between ‘New clients’ or ‘Current clients’ (see Figure 1).

Others prefer to create entirely separate booking pages, accessed through different scheduling links. This reduces the number of choices their visitors need to make. It also guarantees they see only the events relevant to them (see Figure 2). 

Successful financial advisers nearly always offer new clients a free consultation, allowing them to become acquainted with the advisor. They can determine whether they’re a good match and how much the advisor can support them with their financial challenges.

Clients may also have the opportunity to schedule a current webinar or another lecture where multiple attendees will be present. 

The listing for current clients usually has at least two or three options. This includes a standard consultation and a deeper dive that lasts multiple sessions and goes further into their needs. This also provides the opportunity to sell a session package at a discount (see more in step 3 below).

At times, they’ll also provide an option for a quick call in-between sessions. This is useful if they have a particularly brief issue that won’t take long to address. 

Current clients can often sign up for limited-availability lectures and workshops before new clientele. Their advisor contacts them by mailing list and provides them with a link to reserve their spot. 

VIP clients

Once you start growing your client list, you can provide VIP clients with special services. We recommend creating a third category of offerings, giving access to custom sessions with expanded availability only for top clientele. 

You can create one-off events for your VIPs to schedule, based on their needs and preferences. 

Sometimes, more successful financial advisors will create an additional page for those they’d like to offer prioritized service and availability. They often see the same services as standard current clients, but with more expanded availability. You can set aside this expanded availability for the most VIP clients.

For instance, you may want to offer specific services on a Saturday, but only to top clients. The majority will schedule during your usual work week. However, VIPs see more time slots available on more days. Perhaps they see earlier or later time slots in the day than the standard client. 

Session packages for current clients

One of the most popular methods of scheduling current clients is to offer multiple sessions at a discounted rate. 

For instance, you may want them to schedule with you multiple times for a specific journey you can help them take. You can cater the session package to this journey. This raises the likelihood of their committing to you long-term. 

Preview(opens in a new tab)

Figure 3: Progress session package, discounted for three sessions

Top methods for financial advisors to offer scheduling

We see financial advisors providing their clientele with multiple ways of scheduling. 

New clients often see a session offered through every strategic campaign. This includes at the beginning and end of webinars, and in social media and blog posts. You can also offer scheduling during strategic mailing campaigns to prospective clients who’ve voiced interest in the past. For instance, perhaps they’ve signed up for your mailing list, indicating an engaged interest. Many create a landing page specifically for a certain campaign, raising the likelihood of conversion. 

It’s also important to provide new, prospective, and current clients an opportunity to book with you on your website. New and prospective clients have an opportunity to book with you through a page featured prominently on your website. Current clients may have access to a special client area with login. In their client portal, they can book their latest session or session package. VIP clients may have access to a different page in this client area, with expanded availability. 

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Webinar: Top 5 reasons to offer multiple video conferencing options https://www.oncehub.com/blog/webinar-top-5-reasons-to-offer-multiple-video-conferencing-options/ https://www.oncehub.com/blog/webinar-top-5-reasons-to-offer-multiple-video-conferencing-options/#respond Wed, 24 Jun 2020 12:58:16 +0000 https://www.oncehub.com/blog/?p=5429 Our CEO, Rami Goraly, gave a webinar this week. You can watch the recording or view a brief...

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Our CEO, Rami Goraly, gave a webinar this week. You can watch the recording or view a brief summary below:

Video conferencing at OnceHub

We’ve been developing video conferencing integrations for years, since our GoToMeeting native integration was released in 2014. In 2015, we added Webex Meetings. In 2018, due to the fast-growing popularity and a considerable amount of customer requests, we released our Zoom integration.

Still, before 2020, the majority of meetings scheduled through ScheduleOnce were face-to-face. This flipped completely when COVID-19 rose up in the world and changed our business practices forever. In response, we devoted our time to adding and enhancing a number of efforts that would help our customers provide video meetings to their customers, safely and with comprehensive features.

In the span of three months, we:

  • Added Google Meet native integration
  • Added Microsoft Teams native integration
  • Enhanced our Zoom integration with more security features
  • Expanded our Webex Meetings integration to all Webex Meetings accounts, including free plans
Figure 1: Timeline of OnceHub native video integrations

Why should you use a native integration?

The majority of people schedule video meetings manually. However, they would save a considerable amount of time and effort if they scheduled their meetings with a scheduling app that offered a native integration with their chosen video conferencing app(s). ScheduleOnce doesn’t handle the scheduling; it handles rescheduling, cancellation, notifications, and more.

There’s no need to waste time signing into your video conferencing app, creating the meeting, and sending a separate email with the conferencing information. When a customer books with you, ScheduleOnce automatically creates a meeting in your connected video conferencing app and includes all conferencing information in the booking confirmation notification.

In addition, when you schedule manually, you may be tempted to use a static link. If you’re used to offering a static link, like www.myvideoapp.com/mylink, break that habit fast. It may be simpler to use the same customized meeting link to everyone meeting with you, but that opens a huge vulnerability for uninvited guests.

Each session needs its own meeting created, with its own meeting ID. Otherwise, someone may guess your meeting ID and crash the meeting, or more innocently, you may have unexpected people showing up in back-to-back meetings. Much more efficient and secure is providing everyone with a unique meeting ID, private to their meeting.

In addition, anyone joining your session should also receive a meeting password. Ideally, this should be dynamic, which our integration provides when supported by the integrated app. ScheduleOnce adds the unique password to your meetings and all conferencing information provided in notifications.

Figure 2: Benefits of using native video conferencing integrations

Why offer multiple conferencing choices?

Compliance

Your customer’s organization may have strict compliance rules. Often, they don’t approve downloads or even upgrades without their security department’s say-so and two forms filled out. Make it easy for your customer by providing multiple options, so they can select the video conferencing app their organization has already approved.

User experience

Although many claim to enjoy new experiences, people like to use what they know. They don’t want to be confused and you definitely don’t want the meeting delayed as they figure out how to use your chosen video conferencing app for the first time. They’ll need to download, adjust audio settings, and figure out other options.

Starting off the meeting with this frustrating experience doesn’t speak well to the meeting’s success. It’s best to put them on familiar ground and create the best environment possible for a positive experience.

Control

By passing the choice to your customer, you’re giving them control over the meeting. When they get to choose the option they prefer, they’re more likely to think well of your organization. You eased the way by prioritizing their needs over yours. A cohesive business relationship is already forming before you even speak to them.

Awareness

Anyone who gives meetings regularly through a video conferencing app understands well the frustration on both ends of a customer who wasn’t aware that video conferencing would be the channel used for the meeting. This is often the case despite information provided in the confirmation details.

Offering them a choice of video conferencing options places the decision firmly into their hands, which in turn solidifies for them that this meeting takes place in the video conferencing app they chose. You’re much more likely to start the meeting on time, without playing email or phone tag as they figure out how to join.

Trust

When they see they have a choice among video conferencing options, this raises their confidence both in the booking app they’re using, as well as in your organization. You’ve provided them with a means of selecting the date and time of their meeting, using the video conferencing app of their choice. Both you and your usage of booking software come off as useful, credible, and considerate. All these factors raise their confidence in the meeting process and in you.

Rami demos three options for offering choices

Rami demos three primary ways to offer multiple video conferencing options to customers:

Figure 3: Three ways to offer multiple video conferencing options

We’ve outlined details on how to configure the demos he shows in a separate blog post.

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Offer multiple video conferencing choices to your customers https://www.oncehub.com/blog/offer-multiple-video-conferencing-choices-to-your-customers/ https://www.oncehub.com/blog/offer-multiple-video-conferencing-choices-to-your-customers/#respond Tue, 23 Jun 2020 17:31:25 +0000 https://www.oncehub.com/blog/?p=5397 The last few months, we’ve seen video conferencing explode in demand and popularity, by necessity. However, as we adjust, many are experiencing the convenience of virtual meetings and being converted permanently to its flexible, time-saving benefits. As the business world and its customers adjust, we learn more every day about the best way to communicate […]

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The last few months, we’ve seen video conferencing explode in demand and popularity, by necessity. However, as we adjust, many are experiencing the convenience of virtual meetings and being converted permanently to its flexible, time-saving benefits.

As the business world and its customers adjust, we learn more every day about the best way to communicate with customers about virtual meetings. One concept few are discussing is providing the option of multiple video conferencing choices for a meeting.

At first, it may seem strange. Isn’t it enough just to offer one option? Can’t the meeting attendees figure it out from there? Well, it’s best not to assume all circumstances. There are many reasons why offering multiple video conferencing choices will be to your benefit and your customers’.

Why offer multiple conferencing choices?

  1. Compliance: Not all video conferencing tools are authorized for use
  2. User experience: People like to use what they know
  3. Control: Let the customer choose rather than enforcing on them
  4. Awareness: Makes the customer aware that video conferencing will be used
  5. Trust: Makes the customer trust the booking app and your organization

How do I offer multiple video conferencing options?

Setting up your page to offer multiple video conferencing options is a straightforward process. There are three ways you can structure the experience:

Figure 1: Three ways to offer multiple video conferencing options

1. Video conferencing first

In the ‘video conferencing first’ option, you are offering the customer a choice among video conferencing options as their first choice. After, they select their meeting type if you have more than one meeting type, and after that, they select a date and time for their meeting.

Here’s a live demo example:

To create this type of page, you will need:

  • One booking page per video conferencing option
  • One event type per meeting type you offer
  • One master page

Each of your booking pages will represent a conferencing location. Learn more

On each booking page, you’ll specify which video conferencing option to use for that option on the Location settings section. Learn more

When you create the master page, you’ll see a pop-up. One of the settings is Scenario, where you’ll choose Booking pages first. Learn more

2. Video conferencing second

In the ‘video conferencing second’ option, you are offering the customer a choice among meeting types as their first choice, with video conferencing options as their second choice. After that, they select a date and time for their meeting.

Here’s a live demo example:

To create this type of page, you will need:

  • One booking page per video conferencing option
  • One event type per meeting type you offer
  • One master page

Each of your booking pages will represent a conferencing location. Learn more

On each booking page, you’ll specify which video conferencing option to use for that option on the Location settings section. Learn more

When you create the master page, you’ll see a pop-up. One of the settings is Scenario, where you’ll choose Event types first. Learn more

3. Video conferencing after time selection

In this option, the customer selects the meeting type first, then selects the date and time of their choice, and then selects among the video conferencing options. This can be helpful if some at your organization provide one type of video conferencing and others provide another.

Here’s a live demo example:

To create this type of page, you will need:

  • One booking page per video conferencing option
  • One event type per meeting type you offer
  • One master page

Each of your booking pages will represent a conferencing location. Learn more

On each booking page, you’ll specify which video conferencing option to use for that option on the Location settings section. Learn more

When you create the master page, you’ll see a pop-up. One of the settings is Scenario, where you’ll choose Rule-based assignmentLearn more

In the Assignment section as you set up your master page, you’ll define this further. The Rule type you’ll select is Static. Learn more

The Distribution method is Find member by time. Learn more

Conclusion

Offering multiple video conferencing options to your customers can improve the process and experience in multiple ways. The methods are flexible and you can be sure your customer is meeting you on their own terms, comfortable and knowledgeable about the meeting environment.

Especially for meetings like sales demos and support calls, these tactics are key to improving the meeting’s likelihood of success.

If you have any questions on configuring the above scenarios, please don’t hesitate to comment below or reach out to our team.

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Our new Microsoft Teams integration https://www.oncehub.com/blog/microsoft-teams-integration/ https://www.oncehub.com/blog/microsoft-teams-integration/#comments Sat, 20 Jun 2020 07:34:53 +0000 https://www.oncehub.com/blog/?p=5379 We’re pleased to announce that we now support Microsoft Teams. What is Microsoft Teams? Microsoft Teams evolved from Skype, focusing on team collaboration and communication. Over the years, Microsoft has rebranded it a number of times. Teams provides a robust and compliant alternative to other video conferencing options and has the advantage of integrating directly […]

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We’re pleased to announce that we now support Microsoft Teams.

What is Microsoft Teams?

Microsoft Teams evolved from Skype, focusing on team collaboration and communication. Over the years, Microsoft has rebranded it a number of times.

Teams provides a robust and compliant alternative to other video conferencing options and has the advantage of integrating directly with Microsoft 365 corporate accounts. Microsoft Teams has supported up to 75 million daily users and continues to expand its features.

How does our Microsoft Teams integration work?

Our Microsoft Teams integration completely automates the provisioning of Microsoft Teams sessions. When a customer schedules a meeting, they receive a single ScheduleOnce confirmation, including all meeting details in their local time zone. This saves time, increases participation rates, and conveys a professional image to your customers.

A unique meeting ID and password is created for all Microsoft Teams sessions, to ensure a secure meeting experience with no uninvited guests. Microsoft Teams sessions are updated automatically when customers cancel or reschedule meetings and all meeting participants receive the latest, up-to-date information on all changes.

How do I get started?

To use Microsoft Teams, you will need an Office 365 subscription that includes Microsoft Teams. When connecting your Office 365 Calendar to OnceHub, Microsoft Teams is configured as a video conferencing option. Simply choose Microsoft Teams as your video conferencing option on your booking page and you’re all set.

Learn more about connecting to Microsoft Teams

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GoToMeeting security best practices with our native integration https://www.oncehub.com/blog/gotomeeting-security-best-practices-with-our-native-integration/ https://www.oncehub.com/blog/gotomeeting-security-best-practices-with-our-native-integration/#respond Fri, 12 Jun 2020 11:46:09 +0000 https://www.oncehub.com/blog/?p=5327 At OnceHub, we’ve offered our native GoToMeeting integration since 2014, helping thousands of customers streamline their video meetings. We designed our integration with GoToMeeting security at the forefront of our minds. Our integration features help you secure your meetings from uninvited guests. We also have a number of recommendations that can help you up your […]

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At OnceHub, we’ve offered our native GoToMeeting integration since 2014, helping thousands of customers streamline their video meetings. We designed our integration with GoToMeeting security at the forefront of our minds. Our integration features help you secure your meetings from uninvited guests.

We also have a number of recommendations that can help you up your GoToMeeting security game, keeping your meetings safe and private.

In this article, we’ll review:

  • Unique meeting IDs and links for every session
  • A password for every session
  • Using the Meeting Lock feature
  • Educate your team members before they go live

Unique meeting IDs and links for every session

If you’re used to offering a static link, like https://www.gotomeet.me/MyNameHere, break that habit fast. Connect our native GoToMeeting integration instead. It may be simpler to use the same customized meeting link to everyone meeting with you, but that opens a huge vulnerability for uninvited guests. Each session needs its own meeting created, with its own meeting ID.

There’s no need to waste time signing into GoToMeeting, creating the meeting, and sending a separate email with the conferencing information. When a customer books with you, ScheduleOnce automatically creates a meeting in GoToMeeting. We include all conferencing information in the booking confirmation notification and on the calendar event.

Note: Once you have a unique meeting ID, be sure only to share the conferencing information with authorized participants. Many make the mistake of including a joining link on publicly available posters or websites. This increases the risk of an insecure meeting.

A password for every session

Some hackers can use technology to guess unique meeting IDs or may take advantage of publicly-posted information. Make sure anyone joining your session also receives a meeting password. Just as important: don’t advertise the link and password anywhere except among authorized attendees. This gives an additional measure of security, creating another barrier for uninvited guests. 

Using the Meeting Lock feature

If you’re concerned for uninvited guests, be sure to use the Meeting Lock feature in the GoToMeeting app. This allows you to keep individuals in a waiting room before they’re able to access your meeting. Uninvited guests may have guessed your link or password, but they still won’t be able to join your session without your express permission. 

Learn more about GoToMeeting’s Meeting Lock feature

Educate your team members before they go live

Be sure not to skip a dry run for each team member giving meetings. That dry run is one of the most important steps helping them maintain professionalism in their video meetings. Especially if they’ve not used the video conferencing app much, there’s a learning curve they’ll need to adjust to in order to feel comfortable leading their session. 

They should have a high awareness of all their available features. Notable settings that help them control the experience include: 

  • Chat features, including disabling private chat
  • Muting participants
  • Disabling video
  • Meeting lock
  • Managing screen sharing of fellow attendees
  • Removing participants

If they’ll be occupied with running the meeting, it may be worth having another person from your organization join. The team member leading the meeting can designate this additional team member as a co-host. The co-host can control the above listed features while the original host leads the meeting. 

Team members should ensure they’re using the most updated software version before their session. They should join a few minutes early, just in case they or any participants encounter technical difficulties. These can be challenging to predict, so their best bet is always to join four or five minutes early, so they can address any unexpected issues. 

With a strong handle on the features available to them, they’ll be able to lead the session with authority. They’ll be prepared to shut down any unanticipated security issues that come their way. For most sessions, they won’t need to use this knowledge. However, everyone (except the uninvited guests) will be grateful they’re ready if a GoToMeeting security breach occurs.

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Reduce Zoom security risk with our new advanced features https://www.oncehub.com/blog/reduce-zoom-security-risk-with-our-new-advanced-features/ https://www.oncehub.com/blog/reduce-zoom-security-risk-with-our-new-advanced-features/#comments Wed, 03 Jun 2020 12:04:10 +0000 https://www.oncehub.com/blog/?p=5273 Zoom’s newfound popularity has made it a primary target for hackers to exploit security vulnerabilities. Zoom responded quickly to security concerns, updating their features and strengthening their platform. In response, we’ve enhanced our Zoom integration, in line with their recommended best practices. Our latest release gives you the tools to improve your Zoom meeting security significantly. New […]

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Zoom’s newfound popularity has made it a primary target for hackers to exploit security vulnerabilities. Zoom responded quickly to security concerns, updating their features and strengthening their platform.

In response, we’ve enhanced our Zoom integration, in line with their recommended best practices. Our latest release gives you the tools to improve your Zoom meeting security significantly.

New enhancements for our Zoom integration

  1. Dynamic meeting passwords
  2. Enabling the waiting room

Dynamic meeting passwords

The first important addition to our Zoom integration is dynamic meeting passwords. ScheduleOnce can assign every Zoom meeting scheduled with a unique password, just for that meeting. This is much better than using a static password for all meetings. Anyone who’s booked with you in the past or merely seen your conferencing information could have the static password. They may try to use it again and unexpectedly joining another session.

Once you switch to dynamic passwords, ScheduleOnce generates a unique password for every single Zoom meeting, never used before and never repeated again. This is one of the most significant steps you can take to reduce Zoom security risk.

Learn more about configuring dynamic passwords

Enabling the waiting room

The second addition to our Zoom integration is enabling the waiting room. Using the Zoom waiting room, you can make sure everyone in your meeting is authorized to be there. You approve every attendee before they can join the meeting.

Your customers’ experience will be guaranteed private and secure and you’ll have brought your Zoom security risk down to almost nothing.

Learn more about the Zoom waiting room feature

As always, please comment below or reach out with any questions. We’d be happy to provide further insights on securing your video meetings.

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