Jifflenow: Double meeting requests without blocking user's calendar

Executives often face unique scheduling challenges that necessitate the ability to manage multiple meeting requests simultaneously. The current inability to handle double requests creates significant inefficiencies, as executives may miss critical opportunities to engage with stakeholders due to conflicting meetings.

When executives are presented with several meeting requests for the same time slot, they need a streamlined way to assess and prioritize which meetings are truly valuable for their time. This is especially crucial for Executive Assistants (EAs) and regional office heads, who are tasked with managing the executive's calendar and ensuring that only the most important meetings are accepted.

Without the capability to receive and evaluate multiple requests, executives risk making rushed decisions that may not align with their priorities or objectives. Moreover, the absence of clear communication regarding meeting confirmations leaves requesters in uncertainty, complicating the scheduling process further.

The introduction of a double request feature is essential for enabling executives to optimize their time, improve decision-making, and enhance collaboration while ensuring that they focus on the most impactful meetings.

Solution
We are introducing the Double Request Capability, which allows users to request multiple meetings without blocking their time until they accept one.

• When a user accepts a meeting, the system will automatically decline any other conflicting requests, regardless of their RSVP status.

• After the auto-decline, the system will send an email detailing the conflicting meetings and provide a link for quick action if user wishes to change their response.

• This feature can be enabled for events and individual user profiles in the event settings.

• Future updates will include bulk actions and CSV columns based on user feedback.

• Customer Success Managers (CSMs) will be allowed to enable the Double Request feature for any event through Event Settings > CSMs Only > Endorsement and Double Request > Double Request Toggle.

• The Double Request toggle will be turned off by default for new events unless specified by the source event.

• Meeting Managers (MMs), Junior Marketing Managers (JMMs), and CSMs will be able to enable this setting for any user through User Profile > Event Settings of individual users.

  

• When Double Request is enabled, users can receive multiple meeting requests for a time slot until they block their calendar by accepting a meeting.

• The system will send ICS files for all meeting requests according to the respective engagement approval settings.

• If a user accepts a request from their personal calendar, the system will auto-decline other meetings with a message indicating a scheduling conflict.

• After auto-declining, the system will send an email about the conflicting meeting details and provide a link for quick action.

• A pop-up will inform users of conflicting meetings when accepting, requiring them to click "Yes" to proceed.

  

• In the booking flow, double-requested slots will be highlighted differently, with precedence shown as: Unavailable/Blocked > Double Requested > Double Booked > Available.

  

• If a time slot is double requested, it will be indicated in a specific color until a meeting is accepted, at which point the user will be marked as unavailable.

• Similar functionality will apply to sessions and external attendees, allowing for multiple registrations but declining others upon acceptance.