This article explains how to schedule a meeting with your customer when an outside party who does not have a Jicoo account, such as a sales agency or partner company, is involved.
Typical situations:
Your sales rep and engineer join a deal that comes through a sales agency
A partner company contact and your team meet the customer together
A recruiting agency contact joins an interview with a candidate
In this article, members of your team who use Jicoo are called "internal members", and agency or partner contacts without an account are called "external contacts".
Which method to choose
The external contact only needs to share the times they are available → Method 1
You want to narrow down the options shown to the customer for each deal → Method 2
You want to ask everyone in turn and have the organizer decide at the end → Method 3
Method 1: Accept bookings that match the external contact's availability (Jicoo Connect)
Only the times when both the external contact and the internal members are free are shown to the customer. The booking is confirmed as soon as the customer picks a time, so you do not need to hold tentative events.
The external contact can enter their availability without registering for Jicoo or connecting a calendar
When the customer picks a time, the booking is confirmed and the internal members, the external contact, and the customer are notified. No one needs to confirm it again
Steps
Go to Integrations > Jicoo Connect and click "Connect" to enable Jicoo Connect
Invite the external contact as an External Member. They receive an email asking them to enter their availability
The external contact opens the link in the email and enters the times they are available (they can also connect a calendar to fill it in automatically)
From the External Members list, open the external contact's booking page, add the internal members under "Members" on the edit screen, and save
Send the booking page URL to the customer
What this method cannot do
The external contact cannot see the internal members' availability and pick options from it. The input screen shows only the external contact's own times
The times the external contact enters are shared by all of their booking pages. The same external contact cannot offer different options to different customers for each deal. To change the options per deal, use Method 2
Notes
When the external contact saves their input again, it replaces the previous input. Make sure all the times they need are selected before saving
External Members do not count toward your seats. For the plans that include this feature and how many External Members you can connect, see Features by plan
Method 2: Narrow down the options and send them to the customer (One-off meeting)
An internal member asks the external contact which times work for them, creates a One-off meeting with only those times, and sends it to the customer. You can change the options for each deal.
The customer sees only the times you selected. When they pick one, the booking is confirmed and the URL can no longer be used
With "Reserve times", the candidate times are held as tentative events on the internal member's calendar. When the booking is confirmed, the remaining tentative events are deleted automatically
Asking the external contact for their available times happens outside Jicoo, for example by email
Method 3: Ask everyone in turn (Poll)
In the poll's "Share Type" settings, choose "Email" and set "Sequence type" to "Sequentially". The voting request is then sent to the external contact first and to the customer next. When everyone has voted, the organizer reviews the results and confirms the date.
The next person also sees all the options
The customer sees a voting screen
What is not available
Jicoo does not currently offer a single feature where the external contact picks a few options from the internal members' availability, passes them to the customer, and the booking is confirmed when the customer chooses one.