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Scheduling during sales conversations with InviteOnce

With our 9.2 release, we’ve made scheduling during conversations even more accessible with the InviteOnce copy links to clipboard feature. This feature lets you invite a customer or prospect to self schedule by copying and pasting InviteOnce links into your existing email thread or instant messaging conversation. Register for our webinar: Scheduling during sales conversations

Timing is everything when it comes to engaging with new prospects. When a prospect or client shows interest in your product or service, you need to schedule a time to meet with them at the point of engagement. Many times you only have one opportunity to schedule a sales demo, follow up call or meeting. Traditional methods of scheduling a time to meet over the phone or via email can be messy and inefficient, especially when multiple parties are involved. Miss your opportunity or leave it in the prospects hands, and valuable prospects could fall through the cracks.

Don’t let prospects go unless there’s a meeting scheduled

The best way to ensure you get leads into the funnel while they’re highly engaged is to schedule during the sales conversation. Whether it’s via email or phone, using the right calendar scheduling tool means you accelerate time to engagement and ensure the booking is made at the peak of interest.

ScheduleOnce and InviteOnce enable scheduling during both email and phone conversations for multiple use cases. Instead of putting your customers through the back and forth of many emails, you can immediately connect them with your team. This ensures booking when your prospect’s interest is high and also means you can schedule according to your, and your team’s, requirements.

Scheduling during a sales conversation

There are many ways you can use online scheduling during sales conversations. For example, with InviteOnce, a salesperson scheduling a discovery call or an account executive scheduling a demo can quickly and easily schedule on behalf of a customer while they have the prospect on the phone.

Scheduling as part of an email conversation with ScheduleOnce caters to all types of scheduling scenarios. From simple prospect scheduling with a single sales person to more complex scheduling scenarios including dynamic and static panel meetings. Instead of letting your customers and prospects wait to be engaged, you empower them to immediately connect with your team.

Whichever booking scenario you require, scheduling during sales conversations is a must for capturing your prospects at the peak of their interest and accelerating time to engagement.

Webinar: Scheduling during sales conversations

Since we are now releasing the ability to send InviteOnce meeting links as part of your email or messaging conversation, it is a good opportunity to discuss some best practices. Join our CEO on Thursday, July 18th, for a 45 minute webinar covering key use cases for scheduling during phone conversations and email correspondence with prospects. The webinar will include live demonstrations of both ScheduleOnce and InviteOnce.

Webinar date: Thursday July 18 at 2:00 PM (Eastern Time) Register for the webinar now

To learn more about this release read our article on What’s new in version 9.2.

As always, if you have any questions or feedback, we would love to hear it. You can add a comment to this post or use our Contact page.

May 2019 Performance Issue Update

As some of our Users may be aware, we experienced a periodic issue during the month of May that caused slow loading and timeout error messages when accessing certain administrative sections of the ScheduleOnce User application.

This issue has been fully resolved, but we’d like to offer some insight into the root cause of the issue, and the steps that OnceHub has taken to address it.

After a thorough investigation, we were able to determine that the issue arose due to an error with an App Service hosted by our upstream provider, Microsoft Azure. We started to notice timeout messages the first week of May and immediately began investigating with the help of Azure support staff.

The issue was difficult to diagnose as Azure support staff were unable to immediately see the cause of the error. We continued the investigation throughout the month, and discovered a correlation between timeout errors in our application and the timing of updates pushed out by the Azure Service.

In light of this, our development team made an adjustment to our application architecture to discontinue use of the affected App Service. Further comparative testing was then done to confirm the Azure Service as the cause of the issue, and we have seen no further errors since the change. Fortunately, Customer facing booking page links were at no point affected, and no bookings were lost as a result.

We do apologize for any inconvenience this may have caused affected ScheduleOnce Users, and we hope this explanation serves to provide transparency into the cause of this behavior, and our commitment to providing the highest level of service possible.

As always, if you have any questions or feedback, you can add a comment to this post or use our Contact page.

ScheduleOnce ranked among Zapier’s top 25 fastest growing apps in 2019

Zapier’s Apps at Work: The Fastest Growing Apps Report honors the year’s 25 fastest growing apps out of the 1,500+ in Zapier’s ecosystem.

The report finds that ScheduleOnce has grown 169% since 2018. This places ScheduleOnce as the 13th fastest growing app on Zapier’s platform and the only scheduling app to appear in the top 25 fastest growth category.

ScheduleOnce offers a wide range of features allowing you to create almost any scheduling scenario as well as connect with over 1,500 apps via Zapier.

With the ScheduleOnce Zapier integration you can automate your workflows by connecting ScheduleOnce to your CRM, email marketing application, productivity tools and many more. Automatically send booking and customer data to your apps and ensure your app environment is in sync throughout the booking lifecycle.

  • Connect to 1,500+ apps
  • Use ready-made Zap templates
  • Set up integrations right from within the ScheduleOnce app

For more details, check out the Zapier Fastest Growing Apps of 2019 Report here. And if you’re ready to try out Zapier’s fastest growing scheduling app of 2019, sign up for a ScheduleOnce free trial today.

As always, if you have any questions or feedback, we would love to hear it. You can add a comment to this post or use our Contact page.

Version 9.1 is live – New InviteOnce calendar integrations and two-factor authentication

We’re pleased to announce that Exchange and Office 365 calendar integrations are now available in InviteOnce. We’ve also released two-factor authentication for extra account protection.

With our latest 9.1 release, we’ve made calendar connection improvements for InviteOnce including connections for both Exchange and Office 365 calendar users. What’s more, we’ve improved the functionality of the Google Calendar integration.

In addition to our calendar integrations, we’ve released two-factor authentication for adding an extra layer of protection to your OnceHub account. You can read more about two-factor authentication and account security policies in our blog.

The release of two-factor authentication is a good opportunity to revisit our account protection features. Our CEO will be hosting a 30 minute webinar about securing your OnceHub account.

Webinar date: June 5 at 2:00 PM (Eastern Time) Register for the webinar now

For more details about the 9.1 release and links to the relevant help articles please see the What’s new in version 9.1 article.

As always, if you have any questions or feedback, we would love to hear it. You can add a comment to this post or use our Contact page

Securing your OnceHub account with two-factor authentication

We’re excited to announce the release of two-factor authentication in version 9.1

The humble password used to be a reasonable measure for protecting your account. However, in today’s online environment, a simple password can easily be cracked. This is why in 2016, we introduced Password security policies that enable enforcement of strong passwords with your OnceHub account users. Today, we are taking account protection to the next level with the release of two-factor authentication (2FA), an extra security layer for protecting your account.

Our approach to account security

We’ve always taken great measures to ensure that organizations in all industries can use OnceHub, no matter their security or compliance needs. Our approach to account security is designed so you only need one account. Your OnceHub account provides access to both ScheduleOnce and InviteOnce. Over time, you can add controls and security features as required to help keep your data private and secure.  

With our current security features, the simplest way to enhance your account security is with password policies. You can easily set policies for your password length, complexity, and expiration to suit your organizational security policies. Account lockout policies lets you protect your account against password guesses. Anyone trying to guess your password will be locked out based on a set number of attempts. Our session timeout policy prevents unauthorized access to your account when you’re away from your desk. When enabled, you will be automatically signed out after a set period of inactivity. Learn more about our account security policies.

Why use two-factor authentication?

But there’s nothing like two-factor authentication (2FA) for boosting your account security. This straightforward step increases your account protection by addressing the vulnerability of password-only log-ins. With two-factor authentication, when you log in to your OnceHub account you will be required to enter a one-time token in addition to your user name and password. The token is a six-digit verification code sent as an SMS to your verified mobile number. Even if someone knows or tries to guess your password, they would still be unable to gain access to your account.

Using 2FA as a secondary authentication method is widely recognized as a more secure practice than only requiring a password. For example, the U.S. government has introduced mandatory 2FA authentication for managing federal government websites. The Payment Card industry requires 2FA under its Data Security Standards, and 2FA is recommended for GDPR compliance by the European Union Agency for Network and Information Security.

Now you can take that extra step to protect your OnceHub account and rest assured your scheduling data is well protected.

Account security webinar

The release of two-factor authentication is a good opportunity to revisit our account protection features. Our CEO will be hosting a 30 minute webinar about securing your OnceHub account.

Webinar date: June 5 at 2:00 PM (Eastern Time) Register for the webinar now

To learn more about this release read our article on What’s new in version 9.1.

As always, if you have any questions or feedback, we would love to hear it. You can add a comment to this post or use our Contact page.

ScheduleOnce is now OnceHub!

We are excited to announce some major product and company changes. With this release, we are introducing a new product: InviteOnce. We are also changing the company name to OnceHub, the new home for our Once products: ScheduleOnce and InviteOnce.

Why are we making this change? From our product leadership position, we have seen the need for additional scheduling functionality, covering new use cases that ScheduleOnce was not designed to support. ScheduleOnce is a great solution for accepting bookings on a large scale and under a generic configuration. This is optimal for Top-of-the-funnel scheduling where bookings are used to fill the sales funnel with new prospects.

However, we continued to see a lot of manual, inefficient scheduling with our users’ existing prospects and customers. This scheduling is scenario-specific and cannot be automated efficiently under a generic configuration, due to the high variability among the requirements of each meeting. We realized this In-the-funnel scheduling needed a completely different approach, requiring the instant creation of customized scheduling configurations for each meeting. This personalized approach to scheduling is what InviteOnce is all about.

InviteOnce was built from the ground up to support personalized scheduling. Our foremost design goals were flexibility and speed. We recognized that since we were providing the ability to personalize scheduling for each meeting, we needed to enable this with the least amount of effort on the user side. This required a new approach with a new product built from scratch.

Watch the InviteOnce introduction video:


Now with two products under our belt, we also had to upgrade the company name. ScheduleOnce was a good name when ScheduleOnce was our only product. We now needed a bigger name that could serve as an umbrella for the Once products: OnceHub.

But OnceHub is not only the name of our company. It is also the name of our platform. The OnceHub platform is the central management hub for the two Once products. It supports all user management and account functions in order to provide our users with an integrated experience as they use both products. Users can start off with just ScheduleOnce, just InviteOnce, or they can use both concurrently.

Watch the OnceHub introduction video:


Now back to InviteOnce with some practical pricing information. Since these are the first steps for InviteOnce, we are not charging for it yet. Everyone has unlimited access to our beta version for approximately six months, completely free of charge. But what will InviteOnce’s pricing be when we start charging for it? We are fully transparent about this and have published the future pricing on our InviteOnce pricing page.

We hope you will find InviteOnce useful and enjoy the new changes we have made under OnceHub. For more details and links to relevant help articles, please see the What’s new in 9.0 article.

Finally, if you have any additional questions, please don’t hesitate to contact us by calling or emailing us at support@oncehub.com. We are available 24/7!

ScheduleOnce 8.95 is live – Calendar integration enhancements and 24/7 support

We are excited to announce that we now offer non-stop 24/7 support!

With our latest 8.95 release, we are announcing more improvements to our calendar integrations. When your ScheduleOnce account is connected to Exchange Calendar, you can now cancel and reschedule bookings from within your Exchange Calendar. If you are working with Office 365, we have made it possible to connect your Office 365 Calendar with an app-specific password.  The app-specific password connection is a permanent connection that does not expire when you change your password in Office 365.

However, the big news of this release is our new 24/7 support. Starting January 2nd, you can reach us via phone and email any time of the day, no matter your time zone, no matter your location. Our new extended support hours are available to all users.

While our new year’s resolution is to provide full support coverage, providing the best customer support possible is something we have always been committed to. Since the very beginning, we’ve been the only ones in the scheduling space to offer phone support. In addition to phone and email support, we continuously invest in creating content that helps you make the most of ScheduleOnce, including a ton of help articles, videos and webinars.

We’ve rapidly grown over the years – today, ScheduleOnce serves tens of thousands of organizations worldwide. To provide responsive support, we’ve invested in every aspect of how we serve our users – from building a strong support infrastructure and using the right tools, to hiring team mates across five different continents and all time zones.

Our priority is getting you the right answer within the shortest possible time and we’re continuously working to make every support interaction better.

For more details about the 8.95 release and links to the relevant help articles please see the What’s new in 8.95 article.

As always, if you have any questions or feedback, we would love to hear it. You can add a comment to this post or use our Contact page

ScheduleOnce 8.9 is live – Meetings with multiple subject experts

We’re excited to announce ScheduleOnce 8.9!

Customers come to your organization with complex needs. To provide them with the best solution, you may need multiple team members to attend your meetings. This can lead to scheduling nightmares. You have to determine which team members need to attend–whether specific people or anyone from a specific department–and juggle each team members’ availability. After several rounds of back-and-forth, you find a time and the meeting is booked. But then, something comes up and you have to start all over again to reschedule.

End-to-end support for panel meetings
ScheduleOnce 8.9 eliminates this scheduling nightmare. We now offer end-to-end support for panel meetings, from the initial booking through to cancellations and rescheduling. With panel meetings, you can allow customers to simply book a time to meet with multiple team members simultaneously. When a client clicks on your scheduling link, they will see availability for all possible panel combinations. Panels can include specific team members that you have chosen, or alternatively, they can include team members that are automatically assigned from selected resource pools. Once a booking is scheduled, all attendees will receive a notification and an event will be added to their calendars.

Should something come up, panel meetings can now be canceled or rescheduled seamlessly. If a customer cannot make it, they can simply click on the cancel/reschedule link from any email notification and pick a new time. If a team member needs to reschedule, you can request your customer to select a new time. Customers will see all availability for alternative time slots and be able to choose one that works for them. All panelists will be notified and the calendar event will be updated.

Coordinating panel meetings will become effortless and your customers will appreciate how easy it is to schedule with your team.

To learn more about this release, watch our webinar or read our article on What’s new in ScheduleOnce 8.9.

As always, if you have any questions or feedback, we would love to hear it. You can add a comment to this post or use our Contact page.

Best practices for team scheduling scenarios

Over the last few years, online scheduling has become a critical component for customer-facing teams. Setting up online scheduling for multiple teams and team members can be complex, leading managers to ask themselves a few questions: How do I efficiently set up my team members to accept bookings? How can I distribute bookings among team members? How can I provide customers a good experience scheduling with my team? How do I manage bookings that come in and what should I do if there are schedule changes?

Ask no more! ScheduleOnce is designed for team scheduling scenarios and has the answers to your questions.

Get all your team members set up
The first step is to get all your team members set up to accept bookings. This means inviting them to your account and creating booking pages for each one. When you invite users, you can decide whether they will have access to all functions in your account, or only functions that are relevant to them. We recommend limiting your team members’ access, which will make it simpler for them to manage their booking page. Once invited, team members can already start accepting bookings. When team members sign in, they should each connect their calendar. Connecting their calendar will allow ScheduleOnce to read busy time and automatically add calendar events for scheduled bookings. Additionally, each team member should connect to the CRM and web conferencing tool your organization is using. This ensures that all bookings made with that team member are automatically updated in your CRM and that web conferencing sessions will be automatically created for their meetings.

Define your organizational scheduling scenarios
Now that all of your team members have their booking pages and integrations set up, it’s time to define the scheduling scenarios your organization needs. First, create the event types your organization offers. Each event type can have its own settings. For example, you can create one event type for product demos and another for paid support sessions. Then, group your team members into resource pools. Each pool can have its methods for distributing bookings among team members. Bookings can be assigned via round robin, ensuring an equal distribution. If providing maximum availability to customers is a top priority, pooled availability, or priority-based assignment can be used. Once you’ve created your event types and resource pools, it’s time to combine them into a master page where prospects and customers can schedule with your team members. If your meetings require the participation of multiple subject-matter experts, you can create panel meetings that include specific team members or resource pools.

Ensure a top-notch customer scheduling experience
Once your master page is all set up, you want to get it in front of prospects and customers to start receiving bookings. You can publish the master page on your website to allow visitors to schedule their meetings while browsing. Scheduling can be offered to all website visitors or you can be more selective by offering scheduling only to those who qualify based on web form submission. Additionally, you can share your master page link in personal emails and marketing campaigns. Email recipients can book a time in just a few clicks, without filling in any information your already have. Upon scheduling, prospects and customers will immediately receive a calendar invitation and email confirmation with all meeting details.

Manage your teams’ bookings
As a manager, it’s important to stay on top of all team members’ activities. In the activity stream, you can search and filter through all booking activities. You can locate specific activities via the free text search, and easily view daily meetings, upcoming meetings, and booking requests. You can also create your own filters, which can be saved for easy access. To see real-time booking distribution statistics, check out your resource pool metrics and stats for each team member. If one of your team members in unable to conduct a meeting or if you have a different team member who would be a better fit for a specific customer, you can simply reassign a booking from one team member to another. The relevant team members are instantly notified and the customer experience remains intact.

With these steps, connecting your team with prospects and customers will be easier than ever. Your customer-facing teams will be able to focus on providing your services, rather than scheduling them.

This post is a sneak peek of our webinar: Best practices for team scheduling scenarios. Watch now

ScheduleOnce 8.8 is live – Distributing bookings among teams

We are excited to announce ScheduleOnce 8.8!

This release is all about giving you more flexibility in distributing bookings among each of your teams. You may have multiple teams conducting meetings. For example, your account executives may be conducting sales calls, while your customer success team may be conducting onboarding sessions. Each team and each business scenario may have different requirements for how bookings should be distributed.

With ScheduleOnce 8.8, comes ground-breaking new features giving you full control over how bookings are distributed among team members. Resource pools are the foundation for this functionality. Resource pools allow you to group team members together and distribute bookings according to the team’s needs.

As bookings come in, they will be automatically assigned to pool members. You will have real-time visibility into the team’s booking distribution and be able to make adjustments as needed. You will be able to monitor the pool’s booking metrics and statistics for each pool member, including how many bookings each team member receives, and how many are canceledreassigned, or are marked as no-show. With our autocorrecting distribution algorithm, you can compensate team members for cancellations, reassignments, and no-shows. Any team member who falls behind will be moved to the front of the line until caught up.

With the use of resource pools, you can create a single master page with multiple distribution methods. This gives you more flexibility, helping you ensure an optimal booking distribution for every team.

What distribution method can each team have?

  • Round robin: This is an organization-focused distribution method that should be used if achieving an equal booking distribution is most important. When customers visit your page, they will only see the availability of the team member who is next in line to receive a booking. Round robin is great when distributing demos or initial consultations to account executives. Each account executive will have an equal opportunity to achieve their sales goals.
  • Pooled availability: This is a customer-focused distribution method and should be used if providing customers with the maximum number of time slots is most important. With pooled availability, your entire team’s availability will be combined into a single booking calendar. When customers select a time, the booking is automatically assigned to the team member with the longest idle time, meaning the team member who has not received a booking in the longest time. This is great for your customer success team, which may be conducting onboarding or support sessions.
  • Pooled availability with priority: This a hybrid distribution method that provides customers with the maximum amount of time slots while also giving priority to specific team members. With pooled availability with priority, your entire team’s availability will be combined into a single booking calendar. When customers select a time, the booking is automatically assigned to the available team member with the highest priority. This method is great for distributing bookings to tier-two support representatives. You want to provide maximum availability to customers in need of tier-two support, while ensuring your most qualified support representatives conduct your meetings.

Whichever method you choose, you will be able to provide more availability for meetings with your prospects and customers, be better able to utilize your team, and ensure an optimal booking distribution at all times.

In addition to resource pools, ScheduleOnce 8.8 includes other new features including panel meetings and dynamic assignment rules. To learn more about this release, watch our webinar or read our article on What’s new in ScheduleOnce 8.8.

As always, if you have any questions or feedback, we would love to hear it. You can add a comment to this post or use our Contact page.

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