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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