Jicoo Connect collects the schedules of people outside your own team members and allows you to manage bookings in the same way as team members.
External members can use Jicoo Connect without registering for an account, and it can be used as an intermediary for schedule coordination and shift management.
How to use
Invite externally connected members
Invite members to make external connections. Invite members from the upper right hand side of the screen.
Once the required information is entered, an e-mail will be sent to the designated member.
External connection member registers the dates.
On the input page, you can choose one of the following two methods.
Connect calendar and autofill — Connect your calendar account (Google Calendar / Microsoft Outlook) to automatically reflect your available times as candidate schedules.
Enter manually — Choose the candidate times available for booking from the calendar. You can select multiple date ranges by dragging, and delete them after selection.
*No Jicoo account registration or login is required, even when connecting a calendar.
*You can only connect a calendar belonging to the same email address that received the invitation. If you try to use a different account, you will see "Please connect your calendar with the account that received the invitation email."
Go to the input page and register the candidate dates that are convenient for you.
Confirm and save the input results.
When the entry is completed, the following notification will be sent to the host who made the request.
Creating a booking page with an externally connected member as the host
You can create a booking page based on the entered information of externally connected members.
Go to “Booking Page” to create a booking page for the appropriate connected member.
The booking page can be created in the same way as a conventional booking page, including basic settings and available booking slots.
A fixed URL is issued, and after setting the URL, the guest is asked to adjust the URL.
When the adjustment is completed, the external members and guests will be notified.
The person in charge in the team will also be notified at the same time.
When an externally connected member has not yet entered dates
If an invitation has been sent and no candidate dates have been entered, a booking page cannot be created with the member as the host.
Please resubmit the invitation by entering the dates on the “Manage” page.
You can also change the account information of the externally connected member.
Bookings also stop being accepted when an externally connected member's calendar connection is lost. In this case, the member receives an email titled "Calendar reconnection required," and the host receives "External member calendar connection has been lost."
The external member list also shows "Calendar reconnection required," so use "Request calendar reconnection" to ask them to reconnect.
*The entire booking page is not suspended — only the time slots that require that member become unavailable.
Frequently Asked Questions
Brokerage
Where do Jicoo Connect items appear?
The Jicoo Connect item appears under Service Connectivity > All.
How can I see the details of Jicoo Connect?
Click “Details” to go to the Jicoo Connect details page.
What does the “Enable” button do?
Clicking the “Enable” button activates Jicoo Connect.
What is the “Deactivate” button for?
The “Deactivate” button allows you to deactivate Jicoo Connect.
What is the function of the “Settings” button?
When you click the “Settings” button, you will be redirected to the “Jicoo Connect Settings” page where you can set up a meeting with other Jicoo Connect members.
Concurrency Settings
What are the default settings for presence?
The default setting is “Do not allow presence”.
How do I allow presence?
You can select “Allow presence” in the “Settings” page.
How do I use Jicoo Connect?
What happens if Jicoo Connect is not set to ON?
The “Connect” button will appear and when pressed, the Jicoo Connect icon will appear.
What happens if there are zero externally connected users?
The “Try it” button will be displayed, and when pressed, the “Invite externally connected users” modal will appear.
What will be displayed if there are existing externally connected users?
Existing externally connected users will be listed.
About externally connected users
How do I invite externally connected users?
When you click the “Invite External Users” button, a modal appears and you can enter their name, email address, and organization name.
Where will the invited external users appear?
They will appear on the dashboard after they are invited.
You can also check with External Member Management.
How can I see the information of an externally connected user?
Their name, email address, and icon color are displayed on the dashboard.
How do I resubmit a request for a potential date?
You can resubmit the request in the dialog that appears when you press the gear icon.
Is there a limit to the number of externally connected users that can be invited?
The number of users that can be invited depends on the plan you are subscribed to. Please check the pricing page for details.
You can also check the list below to see how many external users you have already invited.
Are external users and team members different?
External users and team members are different. The maximum number of external users can be invited depends on the plan. The number of team members you can invite is unlimited, but you will be charged for the number of team members you invite if you have a paid plan.
Team Members
External Member Management
Booking Page
Where is the booking page for externally connected members?
It is displayed when you go to the booking page from the list of externally connected users in Jicoo Connect.
Is it possible to filter the booking page?
Yes, you can narrow down your search based on name or criteria.
How do I add a new booking page?
Clicking the “Add Booking Page” button will take you to the Edit Booking Page screen.
What happens if a booking page is disabled?
If an externally connected member has neither entered candidate times nor connected a calendar, the booking page is greyed out and cannot be activated. The same applies when a previously connected calendar has been disconnected.
If I set a location to Zoom, whose Zoom will be published?
Web conference URLs for Zoom, Teams, Google Meet, etc. are issued from the collaboration of the person in charge of the team.
There is no corresponding linkage function for externally connected members.
Can I create multiple booking pages based on the schedule information of externally connected members?
It is possible to create multiple booking pages based on the itinerary information of externally connected members. You can create multiple booking pages based on the information of the externally connected member's itinerary.
Is the booking page with the externally connected member as a member in attendance a fixed URL?
Booking pages have a fixed URL. Candidate dates will be displayed based on the date set by the external connecting member and the booking schedule on the booking page.
Can I set up automatic assignment of a person in charge?
This feature is not available on the Jicoo Connect booking page. It is possible to set up the same seat between externally connected members, or between a team member and an externally connected member.
In addition, externally connected members do not appear in the assignment list (automatic host assignment) of regular booking pages either. Only team members who have a Jicoo account can be targets of automatic host assignment.
Can anyone other than the host change or cancel the date?
No. Only the host can change or cancel a Jicoo Connect appointment. There is no e-mail link for Jicoo Connect members and their guests to change or cancel dates, so they need to contact the host.
Will a confirmed booking be reflected in the externally connected member's calendar and email?
Yes, it will.
When a booking is confirmed, an event is created in the calendar of the team member in charge. At that point, the externally connected member is automatically added as an attendee of that event, and an invitation is sent from the calendar.
Through this invitation, the same event appears in the externally connected member's calendar. The invitation is sent regardless of your settings.
The externally connected member also receives the booking notification email.
*This behavior requires the team member in charge on that booking page to have a calendar connected. If the team member has no calendar connected, no event is created, so no invitation is sent either.
*The calendar that an externally connected member connects for sharing availability is used only to determine free/busy status. The booking event is not written directly into that calendar — it arrives as the invitation described above.
Can the answers to the form's additional questions also be shown?
Yes, they can.
Go to Booking Page Edit > Form and check "Calendar" under the additional question answer display setting. The answers will then appear in the description field of the calendar event. The same content also appears in the invitation event that reaches the externally connected member.
If you check "Email," the answers are also included in the booking notification email.
*This setting is required per booking page. It applies to bookings made after the setting is saved, and is not applied retroactively to existing bookings.
External Connecting Member Management
How do I invite externally connected members?
Click on the “Invite externally connected users” button, enter the required information, and submit.
How do I edit the information of an externally connected member?
You can edit the information in “Account Settings”.
How do I delete an externally connected member?
Select “Delete Account” and confirm the deletion in the confirmation modal.
Can externally connected members be linked to my calendar?
Yes. Externally connected members can connect Google Calendar or Microsoft Outlook to share their availability automatically.
Open the dedicated URL in the invitation email and select "Connect calendar." No Jicoo account registration or login is required.
Once connected, availability is reflected on the booking page automatically. Hosts cannot see the contents of calendar events (such as titles or attendees) — only whether each time slot is free or busy.
Manual entry is still available. Manual entry and calendar connection are mutually exclusive; connecting a calendar deletes previously entered time slots.
*You can only connect a calendar belonging to the same email address that received the invitation.
How do I disconnect my calendar?
To stop using your calendar connection and switch back to manual entry, follow the steps below.
Open the dedicated URL in the invitation email (the same URL as the availability request email)
On the sharing method screen, select "Enter manually"
Select the candidate times available for booking and save
Once saved, your calendar availability is no longer reflected on the booking page, and the times you entered manually are used instead. The status in the external member list also changes to "Manually Entered."
*Calendar connection and manual entry are mutually exclusive. Connecting a calendar deletes any candidate times you previously entered manually, and switching to manual entry stops your calendar availability from being used.
*If you do not have the dedicated URL, ask your host to re-send the availability request.
Notification
How will I be notified when an externally connected member enters a date or message?
You will receive a notification that an appointment has been scheduled, and you will be able to see the date and time it was received.
What will change when I confirm the notification?
New notifications will no longer be circled in blue and will be treated as read.
Messages
What will appear in the message list?
You will see the message content, name, team name, and icon entered by the externally connected member or job seeker.
What happens when I click on a message?
You will be redirected to the appointment details screen.
Access privileges
Who can access the Manage External Members page?
Only users who are administrator or higher of the team can access this page.
Where can I find information about externally connected users?
The name, e-mail address, organization name, and contact person information of the externally connected user are displayed in the list.