Scheduling Group Meeting or 1 on 1 Coaching

To schedule a Group Meeting or 1:1 Peer Coaching, go to heypeers.com and log into your account. You will be brought to the HeyPeers home page dashboard. You can navigate back to your HeyPeers dashboard at any point by clicking on the HeyPeers logo in the top left-hand corner of the page.

From the dashboard you can access your organization by clicking on the ORGANIZATIONS tab along the top header. Alternatively, up to four of the organizations you have subscribed to will appear in the Your Organizations section, in order of who has the most upcoming meetings. If you do not see your organization, click on the View all organizations link to the right. 

Once you click on the Organizations tab, or an Organization tile from your dashboard, you will be brought to the Organization Led Support Groups page. Click on the Manage Organizations button located at the top middle of the page. You will see your organization with your logo in a tile with a Profile button on the left corner of the tile and a Manage button on the right corner of the tile. Click on the Manage button.

You will be brought to a new page called “Manage Organization” on the right side of the screen click on the PLUS SIGN icon. A dropdown menu will appear. Select “New Meeting” from the dropdown menu.

You will be brought to the Manage Organization page. On the right side of the screen click on the Plus icon (icon of a plus sign). A dropdown menu will appear. Select New Meeting from the dropdown menu.

You will be brought to the Create a meeting page. Fill out the following information:

Meeting Details

Any field with a red asterisk (*) is a required field to complete. 

• Meeting Type* - Select the main lived experience focus from the dropdown list. If it is not listed then select General or Other.
• Conversation Name* - This is the name of your meeting. It should be consistent every time you schedule a meeting for this specific meeting type.
• Support Topic* - Write a sentence or so about the topic. Does this meeting have a series of different topics? If yes, then please write the entire topic list and write a sentence or two about each topic.
• Special Focus - List the lived experiences and/or conditions the topic will apply to.
• Max Registrants (not including group leaders) - Type in the maximum number of members you want in the meeting. You can also use the up or down arrows in the right corner of the box to set your maximum number of attendees.
  • *Note: the Maximum Registrants field should not include group leader(s) for the meeting. This number should reflect the maximum number of member participants who are allowed to register for the meeting, regardless of how many group leaders will be assigned to the meeting.
  • For example, if there should be no more than 20 member participants in a meeting, and there are 3 group leaders assigned to lead the meeting, then the number to input in the Maximum Registrants field is 20. 

• Group Meeting or 1 on 1 Coaching - Select the meeting type. The item highlighted in the light green color is the selected meeting type box.
• Price to join ($) - This price listed is in US dollars. If you leave it empty the meeting will be FREE. If you would like to set a price please be sure to input the number of cents to the total price. An example is $5.99.
• Location - For organizations that host on HeyPeers and Zoom, this is where you will designate if the meeting will be held on the HeyPeers platform, or from Zoom. 
• Additional features for Organizations:
  • Private - if you check this box, the meeting will be private. *Note: The meeting will still show up on your list of public meetings. However, private meetings are password protected and only HeyPeers users who have the password will be allowed to join the meeting. You must send the password for the meeting to your registered members prior to the meeting. 
  • Exclusive - if you check this box, the meeting will not be displayed in the public meeting directory. They will only appear in the My Meetings page of the assigned Group Leader. From there the Group Leader can invite others to the meeting.
  • Allow donations - if you check this box, HeyPeers users are able to donate the amount they choose to show their appreciation of the Organization or Group Leader(s). This option allows members to make donations during a meeting or immediately after the end of a meeting. See Enabling Donations for Meetings for more information. 
  • Enable wait room - if you check this box, this allows the group leader(s) to accept or deny requests from HeyPeers users to join the meeting. The group leader(s) can let people in by clicking on them one at a time. Once the toggle is set to enable the waiting room, it remains on for the duration of the meeting and it cannot be turned off during the meeting.
  • Enable waiting list - if you check this box, it turns on the waitlist feature if your meeting has hit the maximum registrants. This feature will automatically send out a seat invitation to members on the waitlist if someone from the registered list cancels their registration. If a member is on the waitlist, they are also eligible to join the Standby Room 10 minutes before the start of the meeting. Please see Meeting Standby for more information. 
  • Enable donation at registration - choosing this feature allows members to voluntary contribute to your organization at the time of their registration for a meeting. For more information on this option, please see Enabling Donations for Meetings. 
• Meeting Description* - Create a general meeting description. If you need more space to view all of the description, you can grab the bottom right corner of the description box to extend the size of the box to view more. 
• Comments - Add comments about this meeting if necessary.

Schedule

Any field with a red asterisk (*) is a required field to complete. Note: if you are scheduling a meeting series, and not a singular meeting, please see  and Meeting Series Features.

• Select meeting duration* - click in the dropdown lists to designate the hours and minutes of the meeting length.
• Start time* - click in the box and a calendar will appear. Click on the correct date, and then click on the little clock icon at the bottom of the calendar to select the start time. If you need to go back to adjust the date, click on the little calendar icon.
  • The format must be mm/dd/yyyy hh:mm (am/pm).
  • The start time you choose will reflect with the time zone designated in your organization’s Account - Settings.

• Recurrence - if you check this box, this allows you to designate whether this meeting is a Daily or Weekly recurring meeting.
  • After selecting daily or weekly, you will need to set the Start date and End date of the meeting series before you can select the start time and duration of the meetings.
  • When you click into each of the boxes, a calendar will appear for you to select the correct dates. 
  • The format must be mm/dd/yyyy.
  • *Note: meeting recurrences are limited to 13 meetings in a series. Please see Meeting Series Features for more information. 

 

Group Leaders

• Group Leader* - click on the dropdown list of the approved Group Leaders who can host meetings through your organization. The list is displayed by the Group Leaders' usernames. You can type their username into the box to filter to a specific group leader. If you try searching by a personal name or email, it will not display. You must search by the group leaders username for the organization. 
• Backup Group Leader - follow the same steps above to add a backup group leader if your meeting will have more than one group leader, or if you want a backup for the meeting.
• 2nd Backup Group Leader - follow the same steps above if you need a 3rd group leader or backup for the meeting. 

Survey

• Post-meeting survey - meeting attendees will be sent to a post-meeting survey page to provide optional feedback after the meeting ends. Select one of your premade surveys from the dropdown list.
• Pre-meeting survey - if you check this box, you will be able to offer a survey to meeting attendees before the meeting starts. Select one of your premade surveys from the dropdown list.
• Show survey within meeting session - turning this option on allows members to click on a link during the meeting which will take them to a different page to complete the survey. You will know if this toggle option is on if it is green.

• If you do not have a premade survey but would like one, see Create and Manage Surveys for more information.

 

Documents

• Click Add Documents to upload documents hat you want to be shared with meeting attendees and/or assist the Group Leaders during the meeting.
• Once you click Add Documents, a box will appear for you to click the Select Document button to select the document from your organization’s Resource Library to add to this meeting.
• Continue to click the Add Documents button to upload documents into the meeting.
• If you change your mind about a specific document you have added, click the Remove button.
• If the document is not on the list, please see Resource Library for more information about adding documents to your organization's library. 

 

Submit

Before submitting, please review all of the sections on the Create a meeting page. Review all of the meeting details, schedule, group leaders, survey and documents sections. Once you confirm everything is correct, you can click the Submit button below the Documents section. When you click Submit, it will save and schedule the meeting.