Shining 3D – Internal Guide
Created by Daniel Ortiz

This guide explains how Application Engineers (AE) should configure Calendly to properly manage trainings, installations, and meetings. Following this structure ensures standardized scheduling across the team and avoids booking conflicts.

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Part 1 – Initial Calendly Configuration

1. Set Availability

The first step is to configure Availability.

Define the time ranges when meetings can be scheduled.

Example schedule:

• 9:00 AM – 12:00 PM
• 1:00 PM – 5:00 PM

The time between 12:00 PM and 1:00 PM represents the lunch break.

This one-hour break can be adjusted if necessary by the AE.

2. Date Specific Hours

In Date Specific Hours, block days when meetings should not be scheduled.

Examples include:

• National holidays in the AE’s country
• Travel days
• Conferences or company events

These days must be marked as Unavailable to prevent bookings.

3. Calendar Settings

Go to Calendar Settings and confirm that:

• The corporate Google Calendar of the AE is connected.

Then go to Sync Settings and enable:

• Include buffers on this calendar

This ensures that buffer times are properly reflected in the calendar.

4. Workflows

Activate the following workflow:

Email reminder to invitee

This automatically sends an email reminder 24 hours before the event, helping confirm attendance for trainings and meetings.

Additionally, you can customize:

Email reminder to host

This allows the Application Engineer to receive reminders before the session, helping ensure you never miss an event and always have automatic notifications.

Optional:

• Add an additional custom reminder 1 hour before the event

You may also include the following message in the reminder to invitees:

Please remember to have your equipment ready for the training session.
Also, we recommend joining the meeting from a different device than the computer connected to the equipment, so you can practice and follow the session at the same time.

5. Integrations & Apps

Confirm the following integrations are connected:

• Google Meet
• Google Calendar

These integrations allow automatic meeting links and proper calendar synchronization.

Part 2 – Creating Event Types

To begin creating events, click the Create button and select:

One-on-One Event

This ensures that all scheduled events are assigned under the Application Engineer’s calendar.

1. First Two Base Events

Create the first two standard events:

• Shining 3D Virtual Online Training
• Shining 3D Device Setup and Installation

(Select the color green for these base events. These events will always be assigned directly to the AE calendar and can be used without round robin scheduling. They can be used for general online training for any device or for installation sessions for any device when needed.)

Both events should have a duration of 1 hour.

2. Create Individual Events for Installation and Training (Round Robin)

For scheduling installation and training events for different devices, follow these steps:

1. Click the Create button.
2. Select the Round Robin option.
3. In Event Type, enter the appropriate label (e.g., device name or training type).
4. Set the event duration:
   • Device Setup & Installation: 1 hour
   • Training: 2 hours 30 minutes (150 min)

Availability Settings

• Set 60 days invitees can schedule in advance
• Require at least 24 hours notice before scheduling

More Options

1. Add a description explaining what will be covered during the training or installation.
2. Configure Limits and Buffer Times:
   • Before Event: 15 minutes (preparation before session)
   • After Event: 30 minutes (time to complete reports and notes)

Invitee Form

• Require the following fields so the invitee fills them when scheduling:
  • First Name
  • Last Name
  • Email

Notifications & Workflow

• Activate Email Reminder → ON
• Click Save Changes

Creating Additional Events

1. Create one initial event for installation and one for training using the parameters above.
2. To create more events for other devices:
   • Go to the left-hand side Schedule, select the existing event
   • Click Duplicate
   • All configurations will be preserved
   • Only change the name and label for the new event

Note About Round Robin

The Round Robin option is most effective when multiple Application Engineers are assigned to the events.

• The AE who has availability will be chosen randomly based on client scheduling.
• At the time the client selects the event, they cannot choose which AE will attend.
• The assigned AE’s name will only appear after the booking is confirmed, reflecting availability.

This ensures a balanced distribution of events among AEs and simplifies scheduling management.