Meeting Types define when and how a client can book a meeting with you. Let's start with the basics.
To view your meeting types, go to https://clientrock.app/meeting_types. We automatically create a few meeting types for you when you sign up, but feel free to add as many as you like.
Here are some ideas for meeting types that some of our customers have found to be useful:
The point is, you can add a new meeting type for just about any purpose where someone needs your time.
So let's see what we can do with them, shall we?
To get started, click on the sprocket icon in the corner of the meeting type and then select "Edit". That will take you to the meeting type settings page where we can continue configuring your meeting type.
Editing Basic Meeting Settings
When you go to edit the meeting type, you'll be given the option of setting it's name and a brief description of the meeting. The description can be helpful to set the expectations of the client wehn they're going to book.
Booking Page URL
Each meeting type comes with its own unique URL where someone can go to book with you. You can also customize the URL where the booking page will be hosted. We infer it from the name, but you can set it to be whatever you like as long as it's made up of alphanumeric characters and no spaces.
You can set who needs to attend this meeting. If you want multiple team members to attend the call, then you can select all of those teammates under "Who needs to attend this meeting" and then the combination of all of your availability will be considered when giving the client options.
To avoid a situation where you're scheduled back to back to back, ClientRock allows you to set a buffer between meetings. This can also be helpful if you'd like to leave extra room for travel, or if the meeting tends to go over and you want to make sure you allow space.
Minimum Notice Period
By default, we require 24 hours notice to book on to your calendar. That keeps you from being blind-sided by same-day bookings. That said, sometimes it can be useful to shorten that notice period (to say 1 hour for emergency client calls) or lengthen it (to give you extra time to prepare.) With ClientRock, you can set this to be whatever works best for you.
With ClientRock, you can meet your clients in whatever way works best for you. Here are the options we allow:
Phone meetings are exactly what they sound like. You can set up a phone consultation in two different ways, "You Call the Client" or "The Client Calls You".
In most cases it's best to use You Call the Client. This is to avoid no-shows and puts the meeting in your hands instead of your clients. In this scenario, we require the client to provide the phone number where they can be reached when booking the call.
But sometimes you want to give the client a number to call, instead. For example, if you're a mediator and you use a shared conference service, you can provide the call-in number. In that case, choose "Client Calls You."
In Person Meetings
For in-person meetings, you can provide an address and office number, as well as more detailed instructions, perhaps parking information or local landmarks that would help the client find you
Web Conference Meetings
More and more firms are doing their consultations virtually. We support any web conferencing service that provides you with a meeting link. Just copy the meeting link into the Web Conference settings and you're good to go. *We don't share that link on the booking page and only provide it to the client after they've booked.
If you're a G Suite customer, you can use Google Hangouts natively and each meeting will receive a unique meeting link when it's booked. Just choose Google Meet as the meeting location and we'll take care of the rest.
Custom Meeting Locations
Have a custom format that we don't natively support? Fair enough. Just choose "Custom" from the meeting location dropdown and provide instructions for how your clients can attend the meeting.
It's usually helpful to ask the person booking the meeting to provide some background information that will help you prepare for the meeting (or qualify the prospect.)
With ClientRock you can build custom forms into your booking process so that you walk into your meetings ready to wow the client instead of spending the first 20 minutes getting up to speed.
Pro Tip: We generally recommend keeping these pre-meeting questionnaires to about 5 questions so that you don't overwhelm the person booking. If you need more detailed intake forms, we recommend using ClientRock workflows.
ClientRock is the only scheduling provider that allows clients to pay you using your existing LawPay account. To set up paid consultations, just set a price and choose which account to deposit the money into.
In addition to blocking off your availability based on your calendar, you can also set availability on a per-meeting-type basis. Want to only have initial consultations on Tuesdays? You can do that. Just select the timing you want for that meeting and we'll combine it with your personal availability and your calendar availability to make sure you never get a meeting you don't want.