Running a small business means juggling countless moving parts, and coordinating group meetings shouldn't be one of your biggest headaches. Whether you're hosting client consultations that involve multiple stakeholders, conducting team training sessions, or managing group appointments, getting everyone in the same (virtual or physical) room can feel like herding cats.
That's why we're excited to introduce CozyCal's newest feature: Additional email recipients for scheduled events. This new feature eliminates the coordination chaos and ensures every important participant receives proper notification when appointments are booked.
The problem every small business faces with group meeting scheduling
Picture this: A potential client books a consultation through your appointment booking system, but later mentions they need their business partner, accountant, and marketing manager to join the call. Suddenly, your simple scheduling process becomes a complex email chain involving multiple people, forwarded calendar invites, and the inevitable "Did everyone get the meeting details?" follow-ups.
This scenario plays out thousands of times daily across small businesses worldwide. Traditional appointment scheduling tools force you to choose between simplicity and inclusivity, leaving gaps that can result in missed opportunities, no-shows, and frustrated clients.
Introducing CozyCal's email recipients feature
CozyCal’s new feature allows you to include multiple email recipients when scheduling an event, ensuring all relevant parties receive booking confirmations, reminders, and updates automatically.
When a user books an appointment through your CozyCal scheduling link, you can add colleagues, clients, or other stakeholders to the event’s email notifications. This eliminates the need for manual follow-ups or forwarding emails, streamlining communication and reducing the risk of miscommunication.
For small businesses, this means you can coordinate group meetings effortlessly, keeping everyone informed without extra administrative work.
How to Use the Additional Email Recipients Feature
Getting started with this feature is intuitive and aligns with CozyCal’s commitment to simplicity. Here’s how it works:
- Set Up Your Event: On your booking page, create a new event or edit an existing one in your CozyCal dashboard. Define the event type (e.g., one-on-one, group meeting, or webinar) and set availability.
- Add Recipients: On the intake form, enter the email addresses of additional recipients who should receive notifications. These could be team members, co-hosts, or clients.
- Customize Notifications: Tailor the confirmation and reminder emails to include specific details, such as meeting agendas or preparation instructions.
- Share Your Booking Link: Send your fully customized CozyCal scheduling link (book.yourcompany.com) to your primary contact. When they book, all listed recipients will receive automated notifications with event details.
- Manage Updates: If the event time or details change, CozyCal automatically updates all recipients, ensuring everyone stays informed.
This streamlined process makes appointment booking and group event scheduling a breeze, even for businesses with complex scheduling needs.
Practical Use Cases for Small Businesses
To illustrate the power of this feature, let’s explore three hypothetical scenarios where small businesses can leverage CozyCal’s additional email recipients feature to streamline operations and enhance client experiences.
1. Law firm: streamlining spouse mediation sessions
Business: A family law firm that conducts spouse mediation sessions to help couples resolve disputes.
Challenge: Mediation sessions require both spouses to be informed of session details, but coordinating communication between them can be sensitive and time-consuming.
Solution: Using CozyCal, the law firm sets up a mediation event. When one spouse books the session through the CozyCal scheduling link, they can add the other spouse’s email as an additional recipient. Both spouses receive automated confirmations with the session time, virtual meeting link, and preparation instructions. If the session is rescheduled, CozyCal updates both parties instantly. As a bonus, CozyCal allows the firm to set co-hosts, such as an attorney and a paralegal, by pooling their availability to ensure seamless scheduling.
Impact: The firm ensures both spouses stay informed with minimal effort, maintains professionalism in sensitive situations, and saves time on manual communication, allowing attorneys to focus on delivering effective mediation services.
Click here to read about Judge Rosen’s story on using CozyCal for his mediation practice.
2. Consulting firm: coordinating multi-stakeholder meetings
Business: A small HR consulting firm that offers team-building workshops for corporate clients.
Challenge: Each workshop involves multiple stakeholders: the client’s HR manager, the workshop facilitator, and the company’s leadership team. Coordinating schedules and ensuring everyone receives meeting details is time-consuming.
Solution: Using CozyCal, the firm sets up a workshop event and adds the HR manager, facilitator, and leadership team as email recipients. When the HR manager books the session, all parties receive a confirmation email with the agenda, Zoom link, and preparation materials. Automated reminders ensure everyone arrives prepared, and any rescheduling updates are sent to all recipients instantly.
Impact: The firm saves hours of manual coordination, projects a professional image, and ensures smooth workshop execution, leading to happier clients and repeat business.
3. Nonprofit organization: hosting community events
Business: A nonprofit that organizes monthly community workshops to educate local businesses on sustainability.
Challenge: Workshops involve multiple presenters, volunteers, and attendees, making it hard to keep everyone informed about event details.
Solution: The nonprofit creates a CozyCal event for each workshop and adds presenters and volunteers as email recipients. Attendees book through the scheduling link, and all recipients receive notifications with the event agenda, location, and parking details. If a presenter needs to reschedule, CozyCal updates everyone instantly.
Impact: The nonprofit streamlines event planning, reduces administrative overhead, and ensures a professional experience for attendees, boosting community engagement.
Tips to maximize the feature’s impact
To get the most out of CozyCal’s additional email recipients feature, consider these actionable insights:
- Be strategic with recipients: Only enable this feature when you trust and allow more than one guest to join and be informed of the scheduled meetings to avoid spammers.
- Customize notifications: Use CozyCal’s email customization options to include specific instructions, such as meeting links or preparation materials, to enhance clarity.
- Leverage for marketing: Include a call-to-action in your confirmation emails, like inviting clients to follow your social media or sign up for a newsletter.
- Test and refine: Experiment with different notification schedules (e.g., reminders 24 hours and 1 hour before) to find what works best for your audience.
Boost your business with CozyCal
CozyCal’s additional email recipients feature automates communication for appointment booking and group meetings and ensure all stakeholders stay informed. This tool helps small businesses save time, reduce errors, and deliver professional scheduling experiences. From law firms coordinating sensitive mediation sessions to nonprofits organizing community events, CozyCal’s scheduling software supports your operations with simplicity and efficiency.
Sign up for CozyCal today and explore how the additional email recipients feature can streamline your workflow. For support or more information, feel free to schedule a demo session with us.
