Scheduling events has never been easier! With Mixmax, you can schedule any meetings, from product demos to coffee breaks with colleagues, directly from your email - no more switching between multiple apps!
The Calendar enhancements are right there in your Gmail compose window - you can access them using keyboard shortcuts or the Meetings icon. You can share your meeting availability, send invites, or share single meeting links - all while composing your email.
The Share Availability Mixmax enhancement lets you quickly schedule meetings without sending multiple emails back & forth to confirm the time and date. You simply share available times with your recipient, and they confirm the preferred time directly in the email. Your response rate will increase dramatically!
To suggest multiple time options for a meeting, click the Meetings menu as displayed below and select Share availability. You can also use the keyboard shortcut: type
/cal to launch the calendar and share your availability.
In the popup window, first fill in the event details (title, location, description, and time zone).
Click the Meeting Title field to select one of the preconfigured Meeting Templates. If you don't have any yet, don't worry! You will learn how to create a Meeting Template a bit later in this very lesson!
The Mixmax autocomplete feature will suggest common meeting titles and locations. You can also click the down arrow to see the recently used options.
If Mixmax is connected to an online conferencing tool, you will be able to add a meeting link or select No conferencing.
Under the Time zone, select the recipient's time zone.
You can include additional guests who will receive an invitation to this event once your recipient chooses a time. Mixmax also prevents double booking by default.
Next, choose your available times on the calendar. If you would like to select multiple options, click and hold, then drag down or across the calendar. When you add the invitation to your email, the available times will appear in your own time zone and automatically convert to the time zone of your recipient.
Use the Default length drop-down at the top right of the calendar popup to change the length of the default time slot.
You can also manually adjust an individual time slot by clicking and dragging the bottom of the box on the calendar.
Once you are done selecting the available times, click Insert Times at the bottom left of the popup.
In the screenshot below, you can see how the invitation might look in the message. Your recipient will see in their email exactly what you can see in the compose window.
To confirm the meeting, your recipient will just need to click their preferred time.
If you enabled double-booking protection for the meeting, and your recipient clicks on a timeslot when you have a different meeting, they'll be prompted to reschedule for another time:
You and your recipient will see the meeting added to both your Google calendars and receive an email confirmation of the meeting.
For more details, check out the Share Availability help article.
Various meetings are a big part of your daily routine. With the Calendar Invite enhancement, your recipients can respond to the invitation by clicking a button, and the event will be added to their Google calendar automatically.
To create a new calendar invite, click the Meetings menu as displayed below and select Send calendar invite. You can also use the keyboard shortcut: type
/invite and launch the calendar window.
Next, fill in the event details just like when sharing your availability.
When you are done, click the Insert button at the bottom left.
In the screenshot below, you can see how the invitation might look in the message. Your recipient will see in their email exactly what you can see in the compose window. A new event will be automatically added to your recipients' calendars as soon as you send the email with the invite.
To RSVP, your recipients simply click a button in the email. After that, they'll be redirected to a confirmation page which you can modify with custom branding. You will get a confirmation email once the recipients respond.
Plans can change, and your recipients can change their answers either by clicking a different button in the email with the invite or in Google Calendar. You can update the event in your Google Calendar too.
To learn more, check out the help article about the Calendar Invite enhancement.
Scheduling any meeting is a breeze with Mixmax custom meeting templates. Each unique meeting template contains the event duration, availability, title, and location.
You can select a meeting template when sharing availability or creating a calendar invite. Simply click the Meeting Title field, and you will see a drop-down list with all existing meeting templates.
You can also use the
/meeting shortcut to open the list of meeting templates in the compose window and select the template you wish to use in the email.
Creating a Meeting Template
To create a new meeting template, go to the Meeting Templates dashboard section and click New Template on the left. A blank meeting template will open. Click the pencil icon next to the placeholder in the top bar to give a unique name to your meeting template.
Default event details
Next, fill in the default event details. These details will be displayed in the event confirmation window and in the invitation emails that are sent to you and your recipient. The details will also automatically populate your GCal event.
You can specify the title of the meeting, its location, description, one or several calendars on which the event should be scheduled (see more details on scheduling on shared calendars below), and a link to a video conference call if you have a conferencing tool connected to your Mixmax.
Need to gather some info about your meeting guests before the meeting? Simply add some custom fields to your meeting template! You can ask for whatever details you need, e.g., phone numbers, website links, etc. The responses provided by the guests will be added to the Description field in the calendar invite.
Your guests will not see the custom fields in the email directly, but they will be prompted to fill them in once they click your meeting template calendar link (see below).
To create a custom field, click +Add a field, enter the field label (this will be the prompt your guests can see), and then toggle the switch to Yes if the field should be required. Click the ( + ) circle to add new fields or the ( - ) circle to remove fields.
Your recipients will see the custom fields only if they go to your meeting template booking page (but not when booking directly from an email). Once your guests visit the booking page, they'll see a calendar with your available times. After they select one of the time slots, they'll be asked to fill in their name, email address, and the custom fields you added! Here is an example of how that works:
Meeting Template link and page title
The Meeting Template link is how you can invite the guests to book the meeting directly on your meeting template calendar page. To make it easy to memorize the link, you can edit its endpoint.
Click View to check what your meeting template calendar looks like.
To share the link, click Copy URL.
This calendar page is where guests will be prompted to fill in the custom fields you added (see above) after selecting a timeslot for the meeting.
By default, the Page title of your booking calendar is "Schedule a Meeting with <<calendar name>>," and that's what your recipients will see at the top of the page when they visit the booking URL. You can modify the page title as you wish.
You can set different available times for each meeting template as required. Check the box next to the days of the week you wish to include in your availability. Click the ( + ) circle next to the day to add multiple time slots.
To learn more about setting up the meeting template availability, check out Meeting Template Availability settings.
To make sure your prospects, customers, and colleagues show up to the meeting on time, you can automatically send reminder messages before an event starts if you're on the Mixmax Small Business plan or above. Mixmax automation is an excellent way to remind your guests about the event and to share any information they might need.
To set up an automatic meeting reminder for a meeting template, scroll down to Automation. Customize the message and select the day/time when it should be sent before the meeting.
Make sure to toggle the switch in the top right corner of the message On after you're done editing it.
If your guest edits the meeting or you need to reschedule it, don't worry! Mixmax will automatically update your scheduled reminder so it will be still sent out at the right time. Likewise, the reminder won't be sent if your guest cancels the event.
To enrich and personalize your reminder, you can also use Meeting Template variables in the scheduled message subject or body text.
Link to your public calendar
Your public Mixmax calendar is a personalized webpage that displays times when you're available to meet. Anyone who has the link can click a time slot to schedule a meeting with you.
You get your own personalized link to share, which you can check in your Calendar settings:
Your Mixmax calendar link is perfect for including in your email signature because the available times displayed are always up-to-date!
Your public Mixmax calendar
Your custom calendar link contains a drop-down menu with all of your Meeting Templates, so your recipient can choose one. Since availability can be set differently for each meeting template, the available times displayed to the recipient may change according to the selected option.
Here's an example of how your public Mixmax calendar page can look like. If the recipient gets to your calendar by clicking a link in an email, their name and email will be automatically pre-filled. You can enter the meeting title and location in the settings. Once someone books a meeting with you, both you and your recipient will receive an email notification, and the event will be added to both of your Google Calendars automatically.
One of the recommended best practices is to create an email template that includes custom text inviting the recipient to book a meeting with you and your public calendar link. Then, you can quickly insert your template in a message using the semi-colon keyboard shortcut (simply type
; followed by the name of the email template). Here is an example:
You will learn more about templates in one of the next lessons.
Your public calendar is customizable and can be edited from the Calendar tab on your personal Settings page.
Besides automatic meeting reminders that you can enable in the meeting templates settings, Mixmax also allows you to set reminders that bring an email back to your inbox at a specific date and time if there was no specific activity on the email (for example, if not read).
There are several ways you can set reminders directly from your Gmail Inbox:
Setting a reminder from the compose window
In the top bar of your email (under the Subject line), click Remind Me, then set the time and trigger for activating your reminder:
You will also need to select the conditions for the reminder: if the recipient doesn't reply, if the email is not read, or regardless of whether they read or reply.
Setting a reminder from an active email
You will see the Remind Me button in the top action bar of an active email. Hover the cursor over it, then follow the same steps to set a reminder as described above:
Setting a reminder from your Gmail Inbox
To set a reminder from your Inbox or Sent folder, hover over the clock icon, then follow the same steps as described above:
You can find the default Reminders settings in your Mixmax dashboard under Settings > Reminders & Send Later. You can also navigate to the Reminders settings if you click Set defaults in the top right corner of the Remind me window.
You can customize the preset times you see in your Reminder and Send Later menu and configure the following default settings:
Mark email reminders as 'Important' in Gmail
Apply the Important marker to messages with Reminders set in your Gmail inbox.
Archive email when reminder set
Automatically move the email with a reminder set out of your inbox and into the Mixmax Reminders Gmail folder. Once the reminder time comes, the email is moved back to your inbox.
Automatically set a reminder with the settings below
Turn on/off the setting to automatically set a reminder for every email you write that meets the selected parameters.
Messages with Reminders
Would you like to check all your messages with reminders? You can find the list of your reminders in the Mixmax web app under Outbox > Reminders:
Removing or rescheduling Reminders
You can find the pending reminders in the Mixmax Reminders Gmail folder. If you are on the Small Business plan and above, there will be a yellow banner above your emails with the reminder details. Simply click the trash can icon in the banner to remove the reminder.
You can also find active reminders in your Mixmax Outbox. Go to your Outbox > Reminders and check the box next to the reminder you wish to modify. You will see the options to stop or reschedule the reminder email at the top of the list:
With Mixmax, every email can become so much more. It is so easy to enrich your emails with a wide array of awesome email enhancements, including surveys, polls, and more!
You can insert enhancements in your email in several ways:
The Enhance menu
When composing a new email in your Gmail account, simply click the Mixmax Enhance button in the lower-right corner of the compose window. You will see the Enhance this message menu with all enhancements grouped by function.
Keyboard slash commands
Using slash commands, you can conveniently access the enhancements menu within the compose window. Just type in
/ (slash), and you'll see the complete list of Mixmax enhancements ordered alphabetically.
You can scroll through the list using the up/down arrows or your mouse. Press Enter or click an enhancement to insert it.
For the complete list of all available shortcuts, see Keyboard commands.
Mixmax Polls are among the most popular enhancements for a CSM. Use the polls to see your response rate increasing because it is much easier for your recipients to reply by clicking a single button instead of typing an email.
You will get your recipients' answers immediately through an email notification.
There are four kinds of surveys/polls:
Group Event Poll
Let's take a closer look at the first three types of polls you can insert in your email using the Enhance menu in the compose window.
You can insert a yes or no question into your email and get a quick answer from the recipients. To customize the answer choices, simply click the text on the button and make the changes!
If you would like to survey your recipients, add an open-ended question using a Q&A survey enhancement.
Scheduling an email to Send Later
Mixmax offers the option to schedule your emails to Send Later to maximize the chances of getting a response from your prospects.
To schedule an email, simply click Send Later at the bottom of the compose window. You can choose one of the time presets (e.g., Tomorrow morning) or enter a specific time. Thanks to natural language processing, you can type the Send Later time pretty much any way you want.
The Send Later menu options are easy to customize. Click Customize in the top right corner of the Send Later popup, or go to Reminders & Send Later settings in the Mixmax web app and modify the presets as you prefer.
You can always cancel or reschedule a scheduled email from Outbox > Send Laters in the Mixmax web app.
Recommended send time
Mixmax can automatically determine when your recipients are most active and recommend the best time when an email should be delivered. The recommended send time is calculated based on your recipients' opens, downloads, meeting confirmations, and other activity tracked in your Live Feed.
Scheduling a message using the recommended send time
When you are done composing your email and ready to schedule it, click Send Later. The Recommended send time bar graph is located right under the calendar picker. Simply hover over bars to see an indication of the time they represent (in your own time zone), then click the bar you wish to select (we recommend the tallest one).
The recommended time from the selected bar will be displayed in the text field, and you will just need to confirm it by clicking Schedule Email. That's all!
Recommended send times are available for Mixmax Sequences as well. You will learn more about setting up Sequences and personalizing their stages in one of the following lessons.
What if I have never contacted this recipient before?
If the recipient has some activity from other emails sent with Mixmax, it might be enough for Mixmax to calculate a recommended send time even if you haven't contacted them personally before.
However, in the rare cases when there is not enough data for Mixmax to create an estimate, you will see the notification below instead of the suggested send times:
Enjoy your enhanced emails! Let's proceed to the next lesson. Click Next below to go on.