Time Hack: Crowd Control for Your Meetings

Sometimes you want to let multiple people schedule time with you at the same time. A good example is our twice-weekly x.ai welcome webinar with yours truly. This is a calendar page that allows unlimited meetings to be scheduled with me at the same time. If you would like to read the details, check out the time hack article about how to double-book yourself on purpose.

But what if you don’t want an unlimited number of people booking your time? You might want to allow only 5 people to join your class, seminar, training, or other event. That can be done!

Adding a Maximum Meetings Limit

With the recent addition of Maximum Meetings per day, x.ai is able to stop offering availability at a certain point. Combine that with a time range limited to one time slot and and making yourself optional and you can cap the attendees at your seminars! First, set up your Meeting Template. Here is the template we use for the weekly Webinar:

Weekly Webinar

Meeting Template

This is the one used for the x.ai Welcome Webinar and allows multiple guests per time slot. Details

+add template

Modify this Meeting Template with your own invitation notes, scheduling hours, titles, etc. The most important thing to ensure is that you define scheduling hours that leave only one possible time per day:

You’ll also want to ensure that you have set yourself as an optional attendee, effectively ignoring your availability. It is recommended that you not allow your guests to invite others to the meeting, especially if it is a paid seminar using our Stripe payments integration.

PRO TIP: Be sure to use one of your static locations and NOT your dynamic Zoom, Google Meet, or Microsoft Teams locations. Our webinar Meeting Template uses a static Zoom webinar link saved in the “Video Conference” virtual location.

Finally, you’ll want to avail yourself of our new feature, Max Meetings per day. This will limit the meetings that can be scheduled for the same time slot since you only have one possible time slot each day.

Now you can offer only one possible time slot each day but control how many people can show up for each time concurrently!


Articles in the Time Hacker Series

  1. NEW: Prioritize your people: Get the availability for the most important guests first
  2. NEW: iPhone text replacement: Quick access to your Calendar Pages (on Android, too!)
  3. NEW: Get some FaceTime: Hack your Meeting Template to offer FaceTime URLs
  4. NEW: Cloak your availability: Block out time but still allow certain meetings
  5. NEW: Share a colleague’s availability: Schedule on behalf of your colleagues
  6. NEW: Make guests feel important: Add hidden restrictions to meetings
  7. NEW: Crowd control for calendars: Limit attendees for your group meetings
  8. Look busier than you are: Mask your true availability
  9. Stash a Slash: Surreptitiously include instructions to our AI to save you a step
  10. Automate your responses: Create email workflows to manage meetings for you
  11. Customize your overlap: Use Meeting Templates to optimize time zone overlaps
  12. Separate work and play: Route events to different calendars, personal or professional
  13. Make time for yourself: Instantly block out focus time with an email
  14. Add Amy to your emails with zero clicks: Loop in our AI with a simple email hack
  15. Leave yourself a graceful exit plan: Allow meetings to run long… or cut them short
  16. Gotta keep ’em separated: Double-book your time with multiple guests

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