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.popp.ai/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.

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.popp.ai/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.popp.ai/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.popp.ai/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.popp.ai/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