Meeting Templates

A Meeting Template defines the meeting configuration that applies to all conversations within a campaign. When a candidate successfully completes the conversation flow, the meeting template settings determine how the meeting is scheduled.

Prerequisites

To use scheduling features, your campaign must have:

1. Closing method set to CALENDAR_MEETING_INTEGRATION
2. Meeting Template attached to the campaign

How It Works

┌─────────────────────────────────────────────────────────────┐
│                         CAMPAIGN                            │
│  closingMethod: CALENDAR_MEETING_INTEGRATION                │
│  meetingTemplateId: "template_abc123"                       │
│                                                             │
│   ┌─────────────────────────────────────────────────────┐   │
│   │              MEETING TEMPLATE                       │   │
│   │  • Duration: 30 minutes                             │   │
│   │  • Video: Google Meet                               │   │
│   │  • Participants: Hiring Manager (calendar connected)│   │
│   │  • Open Hours: Mon-Fri, 9am-5pm                     │   │
│   └─────────────────────────────────────────────────────┘   │
│                                                             │
│   ┌─────────────┐  ┌─────────────┐  ┌─────────────┐         │
│   │Conversation │  │Conversation │  │Conversation │         │
│   │  (John)     │  │  (Sarah)    │  │  (Mike)     │         │
│   │  Uses same  │  │  Uses same  │  │  Uses same  │         │
│   │  template   │  │  template   │  │  template   │         │
│   └─────────────┘  └─────────────┘  └─────────────┘         │
└─────────────────────────────────────────────────────────────┘

All conversations within a campaign share the same meeting template configuration. This ensures consistency across all candidate interactions.

What's Included in a Meeting Template

Meeting Participants

Each meeting template defines the participants who will attend. For each participant, you configure:

Availability Source

Participant Roles

• Organizer: The meeting owner who sends the calendar invite (one required)
• Attendee: Additional participants who will join the meeting

Creating Meeting Templates

Create a meeting template via the API:

curl -X POST "https://api.joinpopp.com/v1/meeting-templates" \
  -H "x-api-key: YOUR_API_KEY" \
  -H "x-organization-id: YOUR_ORGANIZATION_ID" \
  -H "Content-Type: application/json" \
  -d '{
    "title": "Interview Call",
    "description": "Initial screening interview",
    "duration": 30,
    "timezone": "Europe/London",
    "videoConferencing": true,
    "videoConferencingProvider": "Google Meet",
    "openHours": [
      {
        "days": [1, 2, 3, 4, 5],
        "start": "09:00",
        "end": "17:00"
      }
    ],
    "meetingParticipants": [
      {
        "name": "Jane Smith",
        "email": "[email protected]",
        "isOrganizer": true,
        "isCalendarConnected": true
      }
    ],
    "buffer": 15,
    "noticePeriodMinutes": 60,
    "availableDaysInTheFuture": 30
  }'

Required Fields

Optional Fields

Participant Configuration

Each participant requires:

{
  "name": "Jane Smith",
  "email": "[email protected]",
  "isOrganizer": true,
  "isCalendarConnected": true
}

For participants without a connected calendar, provide pre-defined availability:

{
  "name": "John Doe",
  "email": "[email protected]",
  "isOrganizer": false,
  "isCalendarConnected": false,
  "availability": {
    "timezone": "Europe/London",
    "timeSlots": [
      {
        "date": "2025-01-20",
        "startTime": "09:00",
        "endTime": "12:00"
      },
      {
        "date": "2025-01-21",
        "startTime": "14:00",
        "endTime": "17:00"
      }
    ]
  }
}

Set autoCollectAvailability: true to have Popp automatically collect the participant's availability via conversation.

Availability Outreach Settings

When using autoCollectAvailability: true, you can customize how Popp collects availability from the participant using availabilityOutreachSettings. These settings can be configured at the template level (applies to all participants) or at the participant level (overrides template settings for that participant).

Resolution order: participant-level > template-level > system defaults.

Template-Level Settings

{
  "title": "Panel Interview",
  "availabilityOutreachSettings": {
    "requiredHours": 4,
    "periodDays": 10,
    "customTemplatedSubjectLine": "{{INTERVIEWER_NAME}}, availability needed for upcoming interviews",
    "customTemplatedMessage": "Hi {{INTERVIEWER_NAME}},\n\nCould you please share at least 4 hours of availability over the next 10 days?\n\nThanks,\n{{AGENT_NAME}}",
    "nudgeSettings": [
      { "delayHours": 12 },
      { "delayHours": 24 }
    ],
    "additionalRecipients": ["[email protected]"]
  },
  "meetingParticipants": [
    {
      "name": "Jane Smith",
      "email": "[email protected]",
      "isOrganizer": true,
      "isCalendarConnected": false,
      "autoCollectAvailability": true
    }
  ]
}

Per-Participant Overrides

Each participant can override any field from the template-level settings. Fields not specified fall back to the template-level value, then to system defaults.

{
  "meetingParticipants": [
    {
      "name": "Bob Smith",
      "email": "[email protected]",
      "isOrganizer": true,
      "isCalendarConnected": false,
      "autoCollectAvailability": true,
      "availabilityOutreachSettings": {
        "requiredHours": 6,
        "periodDays": 14,
        "additionalRecipients": ["[email protected]"]
      }
    }
  ]
}

In this example, Bob's outreach email will request 6 hours over 14 days (his overrides), but use the template-level subject line and message (since he didn't override those).

Field Reference

Nudge Settings

nudgeSettings is an array where each entry represents one follow-up nudge. The delayHours field specifies the wait time since the previous message. The array length determines the total number of nudges.

"nudgeSettings": [
  { "delayHours": 12 },
  { "delayHours": 24 }
]

This sends 2 nudges: the first 12 hours after the initial email, the second 24 hours after the first nudge. An empty array [] disables nudging entirely.

Supported Placeholders

The following placeholders can be used in customTemplatedSubjectLine and customTemplatedMessage for availability outreach:

{{INTERVIEWER_NAME}} is only available for availability outreach settings.

Response

{
  "id": "b0453b2c-9bf2-4903-a4da-b9cddb682425",
  "title": "Interview Call",
  "status": "ACTIVE",
  "createdAt": "2025-01-01T09:00:00Z"
}

Once you have a meeting template ID, attach it to your campaign by setting the closing method to CALENDAR_MEETING_INTEGRATION. All conversations in that campaign will use the template settings.

Listing Meeting Templates

Retrieve all meeting templates for your organization:

curl -X GET "https://api.joinpopp.com/v1/meeting-templates" \
  -H "x-api-key: YOUR_API_KEY" \
  -H "x-organization-id: YOUR_ORGANIZATION_ID"

Filtering

Example with filters:

curl -X GET "https://api.joinpopp.com/v1/meeting-templates?status=ACTIVE&title=Interview&limit=10" \
  -H "x-api-key: YOUR_API_KEY" \
  -H "x-organization-id: YOUR_ORGANIZATION_ID"

Getting Meeting Template Details

Retrieve the full configuration for a specific meeting template:

curl -X GET "https://api.joinpopp.com/v1/meeting-templates/{templateId}" \
  -H "x-api-key: YOUR_API_KEY" \
  -H "x-organization-id: YOUR_ORGANIZATION_ID"

This returns all configuration details including availability settings, buffer times, and reminder settings.

Inviting Calendar Contacts

Before creating a meeting template with a participant, they must have their calendar connected to Popp. Use the Invite Calendar Contact endpoint to send an invitation:

curl -X POST "https://api.joinpopp.com/v1/invite-calendar-contact" \
  -H "x-api-key: YOUR_API_KEY" \
  -H "x-organization-id: YOUR_ORGANIZATION_ID" \
  -H "Content-Type: application/json" \
  -d '{
    "email": "[email protected]",
    "name": "Jane Smith",
    "reference": "hiring-manager-001"
  }'

The contact will receive an email invitation to connect their Google or Microsoft calendar to Popp.

Example Use Cases

Standard Interview

• Duration: 30 minutes
• Video: Google Meet
• Participants: Hiring Manager (calendar connected)
• Open Hours: Monday-Friday, 9am-5pm

Panel Interview

• Duration: 60 minutes
• Video: Microsoft Teams
• Participants:
  • Hiring Manager (calendar connected, organizer)
  • Team Lead (calendar connected)
  • HR Representative (calendar connected)
• Open Hours: Tuesday-Thursday, 10am-4pm

On-site Visit

• Duration: 90 minutes
• Video: None
• Location: 123 Main St, Suite 400, New York, NY 10001
• Participants: Office Manager (pre-defined availability)
• Open Hours: Monday, Wednesday, Friday, 9am-12pm

API Reference

• Create Meeting Template - Create a new meeting template
• List Meeting Templates - List and search templates
• Get Meeting Template - Get full template details
• Invite Calendar Contact - Invite team members to connect calendars

Next Steps

Once your campaign has a meeting template configured:

• Auto-Schedule Conversations via the API
• Set up Webhooks to receive meeting notifications