Usage Guide

This guide explains how to use PepoSmart's features to manage your scheduling, meetings, and integrations effectively.

Managing Events

Creating an Event

1. Go to Events from the sidebar
2. Click Create Event
3. Fill in the event details:
   • Name: What invitees will see when booking
   • Duration: Length of the meeting (15, 30, 45, 60 minutes, etc.)
   • Description: Details about what the meeting is for
   • Location: Video call (Zoom/Meet/Teams), phone, or in-person
4. Add optional custom questions to gather information from invitees
5. Click Save to create the event

Editing an Event

1. Navigate to Events
2. Click on the event you want to edit
3. Make your changes
4. Click Save to apply changes

Note: Changes to an event do not affect existing bookings. Only new bookings will use the updated settings.

Deleting an Event

1. Go to Events
2. Click on the event you want to delete
3. Scroll down and click Delete Event
4. Confirm the deletion

Warning: Deleting an event does not cancel existing bookings. Make sure to handle any scheduled meetings before deleting.

Managing Bookings

Viewing Your Meetings

1. Go to Meetings from the sidebar
2. View upcoming meetings in the Upcoming tab
3. View completed meetings in the Past tab
4. Click Details on any meeting to see full information

Cancelling a Meeting

1. Navigate to Meetings
2. Find the meeting you want to cancel
3. Click Details
4. Click Cancel Meeting
5. The invitee will be notified automatically via email

When you cancel a meeting, the associated video conference (Zoom, Google Meet, or Teams) is automatically deleted, and calendar events are removed from both your calendar and the invitee's calendar.

Enabling Meeting Notes

PepoSmart can automatically record your meetings and generate transcripts and summaries.

1. Go to Meetings
2. Find an upcoming meeting
3. Toggle Collect meeting notes to enable
4. A bot will join your meeting to record and transcribe
5. After the meeting, view notes in the meeting details

Note: Meeting notes use credits. The cost depends on the meeting duration.

Setting Your Availability

Weekly Schedule

1. Go to Availability
2. Set your available hours for each day of the week
3. Toggle days on/off to mark them as available or unavailable
4. Add multiple time slots per day if needed
5. Click Save

Date Overrides

Use date overrides for specific dates that differ from your regular schedule.

1. Go to Availability
2. Click Add Date Override
3. Select the date
4. Set custom hours or mark as unavailable
5. Save the override

Holidays

1. In Availability, find the Holidays section
2. Add dates when you're not available
3. These dates will be blocked from booking

Using Integrations

Video Conferencing

When you connect Zoom, Google Meet, or Microsoft Teams, meeting links are automatically created for each booking.

• Links are included in confirmation emails to both you and the invitee
• Links are visible in the meeting details
• Meetings are automatically deleted when bookings are cancelled

See integration-specific guides: Zoom, Google Meet, Microsoft Teams

Calendar Sync

When you connect your calendar:

• New bookings are added to your calendar automatically
• Your busy times are checked to prevent double-bookings
• Cancelled bookings are removed from your calendar

See calendar guides: Google Calendar, Outlook Calendar

Team Features

Inviting Team Members

1. Go to Team from the sidebar
2. Click Invite Member
3. Enter their email address
4. Set their permissions
5. Send the invitation

Team Events

Create events that can be hosted by any team member:

1. Create an event as usual
2. Enable Team Event option
3. Select which team members can host
4. Bookings will be assigned based on availability

Filtering and Searching

Filtering Meetings

• Use the date picker to filter by date range
• Use the timezone selector to view times in different timezones
• Filter by team member (for team accounts)

Need Help?

If you have questions or run into issues, check our Troubleshooting Guide or contact support.