OnceHub | Blog https://www.oncehub.com/blog Keep up to date with news, updates and tips from OnceHub Fri, 26 Jun 2020 12:16:20 +0000 en-US hourly 1 https://wordpress.org/?v=5.4.2 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 summary below:
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.

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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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You can now schedule Google Meet sessions with ScheduleOnce https://www.oncehub.com/blog/schedule-google-meet-sessions/ https://www.oncehub.com/blog/schedule-google-meet-sessions/#comments Fri, 29 May 2020 09:22:33 +0000 https://www.oncehub.com/blog/?p=5256 Over the past few months, we have seen how video conferencing has transformed the way we do business, and keep the wheels of the economy turning during this fragile time.  With this in mind, we have been working on expanding our video conferencing support at OnceHub. Last week we released expanded support for Webex Meetings, and […]

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Over the past few months, we have seen how video conferencing has transformed the way we do business, and keep the wheels of the economy turning during this fragile time.  With this in mind, we have been working on expanding our video conferencing support at OnceHub.

Last week we released expanded support for Webex Meetings, and this week we are pleased to announce our new Google Meet integration.

Google Meet is Google’s premium video conferencing platform, which is a secure and reliable video conferencing solution that’s trusted by schools, governments and enterprises around the world.  It is now available to anyone with an email address and provides many of the same features previously only available to business and education users, such as screen sharing, real-time captions, and layouts that adapt to your preference, including the popular expanded tiled view.  Google Meet also operates in the browser, so there is no software to install and set up before hand.

Google builds their products on a secure foundation, from the ground up. They provide many controls for the host to manage the meeting. In addition, Google is always keeping an eye on industry standards for privacy and security. They encrypt meetings in transit and their meeting codes are complex, protecting you against uninvited guests.

If you use Google Calendar, you are connected to Google Meet by default.  To start using it for meetings, simply configure the location settings in your booking page. Configuring your Booking pages to use Google Meet

Google Meet integration features

Automatic scheduling of a Google Meet session
ScheduleOnce automates the creation of a Google Meet session whenever a customer makes a booking. Each booking is assigned its own unique Google Meet session, ensuring each of your customer meetings remains completely private.

Support for all meeting types
Regardless of meeting type, our Google Meet integration can handle it all. For one-on-one meetings, a new Google Meet session is created, whereas with group sessions, each customer receives the same Google Meet session details. With session packages, a unique Google Meet link is created for each session.

Integrated notifications
Video conferencing information is an integral part of all ScheduleOnce notifications. When a booking is made, users and customers will receive one confirmation that includes Google Meet meeting details. This provides a professional image to your customers, who receive all meeting details in one place.

Support for canceling and rescheduling
If a booking is canceled or rescheduled, ScheduleOnce automatically makes all necessary changes to the Google Meet session. If a meeting is rescheduled, ScheduleOnce updates your users and customers with new Google Meet session details, ensuring all relevant parties have the latest information.

Access to conference connection settings
Google Meet video conferencing settings can be configured right from within your ScheduleOnce account. This simplifies setup, and allows you to seamlessly receive bookings for your virtual meetings.

Secure OAuth connection
ScheduleOnce uses the OAuth protocol to establish a secure connection with your Google account. Through this connection, you are integrated with both Google Calendar and Google Meet. Users can connect to Google Meet without sharing their Google account credentials with ScheduleOnce, ensuring the highest level of security.

Scheduling Google Meet sessions through ScheduleOnce, you’ll enjoy all the protections both OnceHub and Google prioritize to keep your meetings private and secure.

Learn more about Google Meet security best practices

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Scheduling Webex Meetings with ScheduleOnce: All Webex plans supported https://www.oncehub.com/blog/scheduling-webex-meetings-just-got-easier/ https://www.oncehub.com/blog/scheduling-webex-meetings-just-got-easier/#respond Fri, 22 May 2020 16:56:07 +0000 https://www.oncehub.com/blog/?p=5223 Webex is known for building first-rate enterprise security and privacy into its application, making it a perfect option for organizations where compliance is a top concern. Now scheduling Webex Meetings is even easier with our expanded native integration. We first integrated with Webex back in 2014, but until today, our native Webex integration was limited to one account type.  […]

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Webex is known for building first-rate enterprise security and privacy into its application, making it a perfect option for organizations where compliance is a top concern. Now scheduling Webex Meetings is even easier with our expanded native integration.

We first integrated with Webex back in 2014, but until today, our native Webex integration was limited to one account type. 

Now all Webex plans, including their free plan, can connect and benefit from a seamless scheduling experience with unique meeting IDs and password automatically assigned to each scheduled booking.

Getting started: 

Connecting only takes a minute.

A more secure solution for scheduling Webex Meetings

In past, many Webex users configured their accounts to provide a static link to their personal room instead, like: https://mysite.webex.com/meet/myname

To protect your meetings, we recommend stopping this immediately. It may be simpler to share a personal room link, but that opens a huge vulnerability for uninvited guests.

Instead, you should integrate with the native integration. Each session needs its own meeting created, with its own meeting ID. If you’re using ScheduleOnce’s native integration, you don’t need to sign into Webex, create the meeting, and send a separate email with conferencing information. Upon each booking, ScheduleOnce automatically creates a meeting in your connected Webex Meetings account. Stakeholders receive all conferencing information in the booking confirmation notification.

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

How does the ScheduleOnce connector for Webex work?

  • Once connected to the Webex integration, all relevant bookings automatically create video sessions with unique meeting IDs and passwords, ensuring a secure and private meeting experience.
  • Both one-on-one and group sessions supported, as well as session packages.
  • Your customers receive one booking confirmation with all required information.
  • Built-in support for cancellation and rescheduling. When a booking is canceled or rescheduled by the customer or the user, ScheduleOnce automatically updates your Webex account with the necessary changes

For any questions, please don’t hesitate to ask our team.

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COVID-19: Doubling down on virtual meetings https://www.oncehub.com/blog/covid-19-doubling-down-on-virtual-meetings/ https://www.oncehub.com/blog/covid-19-doubling-down-on-virtual-meetings/#respond Thu, 21 May 2020 20:34:14 +0000 https://www.oncehub.com/blog/?p=5217 May 21, 2020 With Covid-19, all meetings are virtual. No more face-to-face meetings, for now at least… It is our duty to provide you with the best possible experience when scheduling your virtual meetings. With this in mind, we have completely changed our product plans and are now focusing all our efforts on the following […]

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May 21, 2020

With Covid-19, all meetings are virtual. No more face-to-face meetings, for now at least…

It is our duty to provide you with the best possible experience when scheduling your virtual meetings. With this in mind, we have completely changed our product plans and are now focusing all our efforts on the following goals:

  1. Ensuring that our customer base knows how to utilize our existing video conferencing integrations in the best possible way.
  2. Enhancing our existing video conferencing integrations by adding further security and privacy options.
  3. Adding to our range of video conferencing platform integrations with Google Meet, Microsoft Teams, and expanding our Webex integration to cover nearly all Webex accounts.

We will be delivering new functionality through multiple releases over the next two months and will be communicating with you via email and our blog with every update.

Over the past few weeks, we have posted a few interesting blogs articles to assist you in the transition to virtual meetings:

For any questions regarding this, or anything else, please do not hesitate to reach out to us.

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7 top scheduling practices for successful coaches or consultants https://www.oncehub.com/blog/7-top-scheduling-practices-for-successful-coaches-or-consultants/ https://www.oncehub.com/blog/7-top-scheduling-practices-for-successful-coaches-or-consultants/#respond Sat, 09 May 2020 23:07:00 +0000 https://www.oncehub.com/blog/?p=5146 How does your organization compare to the most successful coaches and consultants in the industry?  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 coaches and consultants, we’ve found multiple easily replicated trends in how they provide services […]

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How does your organization compare to the most successful coaches and consultants in the industry? 

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 coaches and consultants, we’ve found multiple easily replicated trends in how they provide services to their clients, from the most basic offerings to extensive commitments that span months and longer.

This article details the services more successful coaches and consultants provide their clients while balancing their priorities and focusing their clients’ attention on the services most relevant to them.

Top practices include:

  1. Separate offerings among three categories
    • New, current, and VIP clients
  2. Webinars and lectures for multiple attendees
  3. Session packages for current clients
  4. All-day workshops, both one-on-one and for multiple attendees
  5. Taking payment up-front
  6. Video meetings are here to stay
  7. Top methods for offering scheduling

1. Separate offerings among categories: New, current, and VIP

New and current clients

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

Some coaches prefer to offer their clients a choice, where the visitor selects between ‘New clients’ or ‘Current clients’ (see Figure 1).

Figure 1: Visitors see a list of categories and can select the option relevant to them and their preferences

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

Figure 2: New clients see options relevant to them

New clients are nearly always offered a free discovery session or another free consultation, allowing them to become acquainted with the coach or consultant and determine whether they’re a good match and how much the coach or consultant can support them with their challenges.

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

Figure 3: Current clients see options relevant to them

The listing for current clients usually has at least two or three options, including 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, if they have a particularly brief issue that won’t take long to address. 

Current clients are often given the chance to sign up for limited-availability lectures and workshops before new clientele. They may be contacted by mailing list and provided 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 coaches and consultants 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 set aside 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, while VIPs are given more time slots on more days or perhaps earlier and later in the day than the standard client. 

2. Successful coaches and consultants give webinars constantly

No matter the type of client, coaches and consultants often like to provide webinars and lectures on a regular basis.

Figure 4: Offer regular webinars to current and prospective clients

Sometimes, they have a new webinar once or twice a month and give their current clientele access to past webinar recordings. This can be a significant benefit for them and a draw attracting new or prospective clients to commit with you further. 

It also allows prospective clients a sample into your consulting style and raises their confidence in your expertise. You can build your video library and expand your brand’s reach. 

Webinars and lectures can be offered via mailing list both to current and prospective clients.

3. 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, if you 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 and raise the likelihood of their committing to you long-term. 

Figure 5: Offer session packages at a discount for longer commitments

4. All-day workshops

You may want to offer all-day workshops to clients. Some offer these one-on-one and others schedule a specific date for multiple clients to book with them together in a long group session. 

This would be an intensive, all-day conversation with multiple points of focus. Throughout the day, your clients would be offered a transformative experience with many resources and tools at their disposal to level up in their daily lifestyle and professional competency. 

The most successful coaches and consultants have many clients committing to all-day workshops throughout the year. It’s a high-value interaction that provides them with immediate value and skills to implement in their day-to-day lives.

5. Taking payment up-front

Increase sales, save time for the right clients, and reduce confusion by taking payment up-front when your clients book with you. Everything is straightforward and seamless when you display prices clearly, take payment at time of booking, and send an invoice immediately upon booking confirmation.

Make sure your clients understand you’re a professional whose time is valuable. All customer cancellation and rescheduling activities should be subject to your cancel/reschedule policy, which you can tie to the payment. Your policy sets the fees and refund rates for canceling or rescheduling a booking, based on how late they cancel or reschedule with you.

For instance, you may offer canceling or rescheduling at no charge up until two days before their scheduled meeting, at which point you charge a specific percentage.

Figure 6: Payment integration scheduling flow

Learn more about OnceHub’s payment integration

6. Video meetings are here to stay

Figure 7: Many coaches offer video meetings by default

The most successful coaches and consultants have long offered video meetings to clients across the world, understanding it expands 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, especially for such key conversations as clients expect you to provide.

You can reduce confusion and effort by integrating your video conferencing app with your scheduler, whether it’s Zoom, GoToMeeting, WebEx, or another provider. This way, there’s no need to create a session in the video conferencing app after the meeting is booked; instead, it’s booked on their behalf through the integration. With all conferencing information provided in notifications and in the calendar event, there’s no need to worry about dropping the ball or confusing clients.

Any cancellations and rescheduled meetings are also handled automatically through the integration, saving them valuable time and their clients the confusion of receiving too many notifications at once or tracking which conferencing information is the right one for the rescheduled meeting.

Learn more about OnceHub’s video meeting integrations

7. Top methods for offering scheduling

We see coaches and consultants providing their clientele with multiple ways of scheduling. 

New clients often are offered a session through every strategic campaign, including at the beginning and end of webinars, in social media and blog posts, and during strategic mailing campaigns to prospective clients who have voiced interest in the past by signing up for your mailing list. 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 can be given an opportunity to book with you through a page featured prominently on your website. 

Figure 6: Integrate scheduling onto your website

Current clients may have access to a special client area with login, where 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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Transitioning to video meetings with group sessions https://www.oncehub.com/blog/transitioning-to-video-meetings-with-group-sessions/ https://www.oncehub.com/blog/transitioning-to-video-meetings-with-group-sessions/#respond Sat, 09 May 2020 22:44:00 +0000 https://www.oncehub.com/blog/?p=5077 Many customers have reached out to us the last few weeks, talking virtual meetings. How do they switch their face-to-face meetings in OnceHub to Zoom meetings or other video conferencing options? If they’re meeting multiple people at once, how are virtual group sessions handled differently than face-to-face group sessions? If, like them, you’re taking all […]

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Many customers have reached out to us the last few weeks, talking virtual meetings. How do they switch their face-to-face meetings in OnceHub to Zoom meetings or other video conferencing options? If they’re meeting multiple people at once, how are virtual group sessions handled differently than face-to-face group sessions?

If, like them, you’re taking all your group sessions at home these days, we’ve got you covered. ScheduleOnce connects natively with Zoom, Google MeetGoToMeeting, and WebEx.

ScheduleOnce seamlessly integrates your booking activities with your video conferencing app, covering all phases of the booking lifecycle, including cancellation and rescheduling. Video conferencing details are included in all ScheduleOnce notifications.

When you want multiple people to sign up for the same time slot, meeting together in a virtual group session, it’s simple to transition them to meet through video meetings rather than in person. Each attendee receives the same unique link for that meeting and, if configured, the meeting password (always recommended, to secure your meeting from unexpected visitors).

Each person receives the same meeting ID, password, and link to join, while their data is kept private from everyone else.

If an attendees cancels or reschedules their booking, they receive notifications confirming either the canceled booking or the new conferencing information for the rescheduled group session. This update is private to that attendee and you. No other attendees will be aware of another’s change, nor will their conferencing information change for the original booking time.

Transitioning to video meetings in OnceHub

If you’ve been using ScheduleOnce to book face-to-face group sessions and would like to switch those group sessions to video meetings instead, the steps are simple. It’s a matter of minutes to transition from one to the other:

  1. Connect to our native video conferencing integration.
    Learn more about connecting to ZoomGoogle Meet, GoToMeeting, or WebEx.
  2. Configure your Booking page(s) to use video conferencing.
    Every Booking page can offer a different location, whether virtual or physical. You’ll want to set up a virtual location and follow the steps to specify your video conferencing integration. Learn more
  3. You’re all set!
    When a booking is made, video conferencing session details are integrated with all ScheduleOnce notifications and a video conferencing session for Zoom, Google Meet, GoToMeeting, or WebEx will be created automatically.

    Your customers will receive all connection details in the scheduling confirmation page, in the scheduling confirmation email, and in the calendar invite.

Note: You don’t need to change your group session settings; these stay the same whether you’re meeting face-to-face or virtually.

Watch the video:

Let us know if you have any questions by commenting or contacting us.

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