The Scheduler Module provides a streamlined way to embed meeting links directly into customer communications originating from Workflows. It acts like a digital personal assistant who tries to set up a meeting based on specific instructions (manual time) or based on spoken cues (extracted time). If the assistant can successfully coordinate both parties' calendars, the meeting is set. If not, it automatically sends a self-service calendar link (the fallback option) saying, "Sorry, your preferred time didn't work, here's the host's full availability so you can choose a different slot yourself."

Implementing the Module within an Email Node

You can perform the following steps to implement Scheduler Module within an email node:

1. Access the Email Node: Within a Workflow, select the Email node. Click on Edit Design.
2. Locate the Module: Navigate to the Content section. You will find the Scheduler module listed alongside other components like Survey and Chatbot.
3. Attach and Configure: Pick the Scheduler module and attach it within the visual editor.
4. Configure the Link: Click on Configure Link. Select the desired template you wish to link to.
5. Choose Display Format: The system will ask if you want the link to display as a button or as a text component.
   • If Button is selected, you must configure the button, including inputting the meeting name.
6. Workflow Result: Once configured, the email is sent. The recipient (e.g., a candidate) can click the button or text, which automatically directs them to the respective URL/link where they can schedule a time.

Implementing the Module within an SMS Node

You can perform the following steps to implement Scheduler Module within an SMS node:

1. Access the SMS Node: In your Workflow, select an SMS node.
2. Access Modules: Click on sense modules (or equivalent menu).
3. Add Scheduler: Select Meeting Scheduler module. 
4. Select Template: Select the appropriate template you want to use.
5. Workflow Result: The link of the selected template is automatically attached within the SMS content. The recipient receives the SMS, and clicking the link takes them to the page where they can book the meeting.

Smart Scheduler Node

The Smart Scheduler Node is a dedicated workflow node designed for intelligent meeting placement and availability checking, requiring context from a previous communication step.

Prerequisites and Placement

• Communication Requirement: The Smart Scheduler Node can only be placed if a pre-existing communication node is present before it.
• Required Previous Nodes: The preceding node must be a communication type, such as Survey or Voice.
• Context Dependency: This dependency is crucial because the node requires context from the previous node to generate or validate the date and time for scheduling.

Configuring Date and Time Input

The Smart Scheduler Node offers two primary methods for determining the meeting time:

Manually Inputting Date and Time

This method is used when the desired time is known upfront.

• Set Start Time: Input a start date and start time for the event.
• Availability Check: The system then looks for the availability of the defined host/meeting participants at that specific time (e.g., 30th of October, 2:44 p.m.). It checks for availability and then sets up a meeting at that time for the candidate. If availability isn't found for the recruiter then it triggers the fallback.
• Setting Event Repetition: You can decide whether the event should repeat.
  • Frequency: Select how often it should repeat: month, year, week, or day.
  • Duration: Choose to repeat indefinitely or until a specific date (e.g., end on November 12th).
  • Weekly Repetition: If repeating weekly, you can select specific days (e.g., Monday, Wednesday, and Friday). The meeting will repeat on those selected days every week following the first meeting.
  • Monthly Repetition:
    • Same Day: If the starting date falls on a specific day of the week (e.g., the fourth Monday of the month), all subsequent events will be placed on the corresponding day (e.g., the fourth Monday of subsequent months).
    • Same Date: The event will be scheduled on the same numerical date of every month (e.g., the 30th). Note: The system considers only the numerical date, not the year or month. If set to the 31st, it will skip months that only have 30 days.

Extracting Date and Time from Previous Node Context

This powerful method uses AI to determine candidate preference.

• Extraction Process: The system takes the output (e.g., a voice transcript) from the preceding communication node. LLM (Large Language Model) and NLP (Natural Language Processing) are used to extract the candidate's preferred date and time from their response.
• Dual Availability Check: Once the time is extracted, the system looks for the availability of both the host and the candidate (attendee) at the specified time.
• Scheduling: If the host is available at the time the candidate mentioned, the meeting will be scheduled.

Fallback Mechanism (Host Unavailability)

If the host is not available at the proposed time (whether manually input or extracted from a previous node), the system automatically triggers a fallback option.

1. Trigger: The fallback is triggered if the host is unavailable or if the meeting could not be scheduled for any reason.
2. Configuration: You must choose a template (e.g., a round-robin template) for the fallback.
3. Action: The system will automatically trigger an email and/or SMS, sending the meeting link associated with the selected fallback template to the candidate. This prompts the candidate to click the link and manually find a time because the host was not available at the time they originally mentioned.
4. Host Override: Importantly, if the selected fallback template belongs to a different host, the meeting will still be set with the host defined in the Smart Scheduler Node configuration, overriding the template’s configured host.

General Configuration Fields

The Smart Scheduler Node requires a comprehensive configuration of meeting details:

Once saved, the flow will automatically schedule meetings based on the configured workflow logic and the availability of hosts and attendees.