Event Types

Every bookable event in PepoSmart has a type. The type decides who hosts, how many people can book the same time, and how PepoSmart works out which times to offer. You choose it when you create the event from the Create menu — One-on-one, Group, Round robin, Collective or Choose a professional — or pick One-off meeting under More ways to meet to offer a few hand-picked times for a single meeting. Each event card on the Events page shows its type as a badge.

Multiple hosts

Every type except One-on-one can have more than one host — including Group events, where all the hosts run each session together. You add hosts with Share with team. What the hosts do differs by type: on a group or collective event they all attend, on round robin one of them is assigned, and on Choose a professional the invitee picks one.

Event types at a glance

Type	Hosts	Invitees per time slot	Times offered	Good for
One-on-one	Exactly one — you, or a teammate you choose	One	When that host is free	Coffee chats, 1:1 interviews, consultations
Group	One or more — every host attends each session	Many, up to an optional maximum	When every host is free	Webinars, online classes, workshops
Round robin	Several — one is assigned to each booking	One	When at least one host is free	Sales demos, support calls, sharing meetings across a team
Collective	Several — all of them attend every booking	One	When every host is free	Panel interviews, sales calls with a specialist
Choose a professional	Several — the invitee picks one	One	When the chosen professional is free	Coaching, clinics, salons, tutoring
One-off meeting	You, plus any teammates you add — everyone attends	One — the first booking uses up the meeting	Only the times you hand-pick	A one-time meeting outside your usual hours

“One” invitee means one booking per time slot. If the event allows guests, the invitee can still bring others along (see Events & Booking).

Creating an event

The steps are the same for every type except one-off meetings, which have their own wizard:

Click Create on the Events page (or Create event at the top of the app)
Under Event type, pick the type. PepoSmart creates the event straight away — private, 30 minutes, with a placeholder name such as New group event and a phone call where you call the invitee as its location — and opens its edit page with Event details expanded
Fill in the Event title, Booking link, an optional Description, the Duration in minutes, Event privacy and the Location (group events also have Max invitees per time slot), then click Save details
For a team event, open Team members and add the hosts (see Adding hosts)
Open Availability to check the hours each host can be booked for this event
Share the event with Copy booking link on its card on the Events page

Note

An event's type is fixed once it is created. To switch — say from one-on-one to round robin — create a new event of the type you want. Duplicating an event keeps its type.

Adding hosts with Share with team

Hosts are managed the same way on every type. Open Team members on the event's edit page, or choose Share with team from the event card's menu. The dialog lists your team under Active hosts and Available to add; tick the people who should host and save.

Who can host: the team owner, admins, and members with the Can host events permission (see Teams).
Integrations: if the event's location is Zoom, Google Meet or Microsoft Teams, every host needs that app connected in their own account. The dialog lists the Required integrations and flags anyone who is missing one.
Plan: hosting events with teammates is part of the paid plans. On the Free plan only you can host.
Each host's own hours: the event's Availability section shows every host's hours for this event, with a Schedule picker to choose which of their schedules applies (their default schedule otherwise). Each host's own holidays, vacations, connected calendars and meeting limits are respected.

How the hosts are used depends on the type:

One-on-one — pick exactly one host; choosing someone replaces the current host.
Group and Collective — every host attends. Collective events created by a team owner start with every teammate who can host already added.
Round robin — one host is assigned per booking, and each host has a priority of 1–5 stars.
Choose a professional — the invitee picks one host on the booking page.

One-on-one

1 host → 1 invitee. The classic booking page: one person meets one invitee at a time.

Who hosts: exactly one host. That's you by default; to hand the event to a teammate, open Team members and pick them. Their schedule and calendar decide the times offered, the meeting link comes from their account, and the booking appears in their Meetings.
Who books: one invitee per time slot, plus guests if you allow them. Once a time is booked it is no longer offered.
Location: offer one location or several; with several, the invitee picks one while booking.
Good for: coffee chats, 1:1 interviews, consultations, office hours.

Create a one-on-one event

Click Create and choose One-on-one
Fill in Event details and click Save details
Optional: open Team members to make a teammate the host instead of you

Group

Many invitees, one session. A group event lets several invitees book the same time and meet together — a webinar, a class, a workshop — run by a single host or by several co-hosts. It starts with you as its only host, and you can add more.

Who books: any number of invitees can book the same time slot. Each one gets their own booking and confirmation email, and everyone joins the same meeting — one meeting link, one calendar event and, if AI notes are on, one notetaker for the whole session.
Capacity: set Max invitees per time slot in Event details to cap each session, or leave it blank for unlimited. When a session is full its time disappears from the booking page.
Multiple hosts: add co-hosts with Team members. Every host attends every session together — nothing rotates. A new session time is offered only when every host is free; once the first invitee has booked it, more invitees can keep joining as long as the session's host stays free. The meeting link comes from one host's account (the event owner when possible), the other hosts are added to the calendar invite, and every host is emailed when someone new joins.
Location: a group event has exactly one location, because everyone in a session meets in the same place — invitees don't choose between options.
Your calendar: a session blocks the time once, however many invitees join it.
Cancellations: an invitee who cancels only removes themselves. The session goes ahead for everyone else, and the hosts are told how many are still attending.
Meeting limits: your per-day, per-week and per-month meeting limits don't apply to group events, and a group session counts as a single meeting toward the limits on your other events.
Good for: webinars, online classes, workshops, info sessions, group onboarding and training.

Create a group event

Click Create and choose Group
In Event details, set Max invitees per time slot (or leave it blank for unlimited) and choose the session's location
Click Save details
Optional: open Team members to add co-hosts who run the sessions with you

Round robin

Rotating hosts → 1 invitee. Spread meetings across your team: invitees see one booking page, and each booking goes to one of the hosts.

Who hosts: the teammates you add with Team members. A round robin event starts with just you — nobody is added automatically.
Times offered: a time appears when at least one host is free, so invitees see the combined availability of everyone on the event.
Who gets the booking: one host who is free at that time — the highest priority first; among hosts with equal stars, the one with the fewest bookings on this event, then the one assigned least recently. Hosts who are busy, off, or at their meeting limit are skipped.
Priority: in Share with team every host starts with 3 stars. Give someone 4–5 stars to send them meetings first, or 1–2 for fewer. Equal stars rotate fairly.
Only the assigned host attends: the meeting link comes from their account, the booking appears in their Meetings, and only they get the new-booking email.
Location: offer one location or several; the invitee picks.
Good for: sales demos, support and onboarding calls, inbound leads.

Create a round robin event

Click Create and choose Round robin
Fill in Event details and click Save details
Open Team members, tick the hosts, set their stars and save

Collective

Multiple hosts → 1 invitee. Every host attends every booking together — a panel interview, for example, or a sales call with a specialist.

Who hosts: when a team owner creates a collective event, every teammate who can host is added automatically. Open Team members to remove anyone who shouldn't be on it.
Times offered: only when every host is free — so the more hosts, the fewer times invitees can choose from.
The meeting: one meeting for everyone. The link comes from one host's account — the event owner when possible, otherwise the first available host with the required app — and every other host is invited and notified.
Who books: one invitee per time slot, plus guests if you allow them.
Location: offer one location or several; the invitee picks.
Good for: panel interviews, sales calls with a specialist, joint consultations.

Create a collective event

Click Create and choose Collective
Fill in Event details and click Save details
Open Team members and keep only the people who need to attend

Tip

Collective or round robin? If every host has to be in the meeting, use collective. If any one of them can take it, use round robin — invitees get far more times to choose from.

Choose a professional

The invitee picks the host. For teams where who you meet matters — coaching centres, clinics, salons.

Who hosts: the professionals you add with Team members. There are no stars and nothing rotates.
The booking page: with more than one professional, invitees first see Choose your professional — a card with each person's name and photo. With a single professional this step is skipped.
Times offered: only the chosen person's — their own schedule, calendar, days off and limits. A Change professional button next to their name takes the invitee back to pick someone else.
Who gets the booking: the chosen professional — their meeting link, their calendar, their Meetings.
Rescheduling: the reschedule link preselects the same professional. If that person has since been removed from the event, the invitee is asked to choose someone else — the appointment is never moved to another host behind their back.
Location: offer one location or several; the invitee picks.
Good for: coaching, therapy and clinics, salons and studios, tutoring.

Create a choose-a-professional event

Click Create and choose Choose a professional
Fill in Event details and click Save details
Open Team members and tick each professional invitees can pick

One-off meeting

Hand-picked times, booked once. Offer a few specific times — even outside your normal availability — for one meeting. Unlike the other types, a one-off meeting is set up in a three-step wizard rather than on the event's edit page.

Create a one-off meeting

Click Create and, under More ways to meet, choose One-off meeting
Pick times: set the Time zone and Duration (15, 30, 45, 60 or 90 minutes), optionally use Add another host to bring in teammates, then click open times on the calendar to offer them. Click Next
Details: review your Selections (remove any time you don't want), enter a Meeting name, and optionally choose a Location (Zoom, Google Meet, Teams, Phone call, or In-person with a venue) and add a description or instructions. Turn on Reserve times to hold the offered times on your calendar until one is booked
Share: click Share meeting link, then Copy Link, View live page, or Copy times to paste the offered times into an email

Single use: the first booking uses up the meeting. The other offered times disappear, anyone who opens the link afterwards is told the meeting has already been booked, and the card shows Booked.
Your calendar still counts: the offered times don't depend on your availability schedule, but a time that has since become busy on your connected calendar can't be booked (unless Reserve times is holding it).
Hosts: teammates you add are invited to the meeting — everyone attends, nothing rotates.
Where to find it: one-off meetings are always private and are listed on the Events page under One-time meetings.
Changes: the offered times, duration and location can't be changed after you share the link — create a new one-off meeting instead. You can still rename it or edit its description with Edit event.
Good for: a one-time call with a client, candidate or partner, or a meeting outside your usual hours.

Locations by event type

One-on-one, Round robin, Collective and Choose a professional — offer one location or several. With several, the booking page asks the invitee to pick one.
Group — exactly one location, shared by every invitee in the session.
One-off meeting — one location, or none, chosen in the wizard.

Video locations need their app connected — on a team event, in every host's own account. See Events & Booking for every location option and what each one needs.