Schedule single event with multiple attendees
Andrew Rasmussen
Right now it looks like the way CozyCal works is:
- Guest books an event
- CozyCal sends separate calendar events to host and guest
- Host can manage the event in cancel/reschedule in CozyCal
This works a little differently than other tools in the market, and is causing some friction for us. It'd be great if the event was sent from the host to the guest, and the guest was listed as a guest.
For example, we use CozyCal for demo requests, and have the following workflows set up in HubSpot:
- Prospect request a demo
- We accept the demo (usually automated)
- Prospect is sent a link to CozyCal to book a demo
- Prospect doesn't book a demo within 48h
- We send them an email saying "hey, saw you didn't book a demo"
This workflow is built via a Google calendar integration for people on our sales team. HubSpot checks the sales person's calendar to see if there's an event with that HubSpot contact.
However, if the event doesn't have the prospect on it, HubSpot won't be able to detect that they booked the demo. As a result we have to manually tell HubSpot every time someone books a demo, which is hundreds of times a year – quite a bit of friction.
Chris Tan
Do I understand this correctly? The issue is that Google Calendar events created by CozyCal are missing the attendee(s), which is needed by your HubSpot workflow.
While it's technically possible to add attendees to a GCal event, there are some cons which make it difficult to do so when there are multiple guests for an event:
- No way to show each guest their own unique CozyCal event link (used for viewing or cancelling the event)
- For the host, there is no way to show guest specific information (e.g. intake form info) in the event's description, without it being seen by other guests
The pro of this method would be that the event would show up automatically for users of Google Calendar. Although this is already somewhat the case as Gmail parses the ICS attachment in CozyCal's event confirmation.
Is it possible to do your integration via Zapier, or using one of our JSON API endpoints? I'd be happy to guide you through creating an access token if needed.
Andrew Rasmussen
Chris: My team seems to be under the impression that sending out a single calendar invite with guests filled out in the attendee field is how appointment scheduling tools typically work. In our brief research, it does seem that way, and it seems like CozyCal diverges from what is "normal" in this regard.
Personally, for our guests, if they want to view or cancel the event, I'd want them to view the calendar invite, or decline it. I want the calendar invite to be the source of truth. I don't mind if intake information shows up on that invite, or if it got emailed to me separately.
I don't think we can justify the cycles/spend associated with a Zapier/API solution. I think it's likely we'll end up using HubSpot's scheduling tool for booking demos. While still using CozyCal for many other reasons!
Mainly wanted to share this in case it was helpful. But obviously no pressure - I'm sure you have a zillion priorities and built it this way for a good reason.
Chris Tan
Andrew Rasmussen
> Personally, for our guests, if they want to view or cancel the event, I'd want them to view the calendar invite, or decline it. I want the calendar invite to be the source of truth. I don't mind if intake information shows up on that invite, or if it got emailed to me separately.
I think that could work instead of needing a unique booking link. I'll have a further look into what it might take to implement.
> I don't think we can justify the cycles/spend associated with a Zapier/API solution. I think it's likely we'll end up using HubSpot's scheduling tool for booking demos. While still using CozyCal for many other reasons!
I totally understand! Thanks for the helpful feedback.