Collaborative booking let clients book one meeting with several team members at once. Clients only see times when the advisor and every required co-host are free, so nobody has to go back and forth to find a joint slot.

Use it when a client meeting needs more than one person from your team, like an advisor and their assistant, two advisors meeting a prospect, or an advisor and a specialist.

Key concepts

Owner and co-hosts

Owner. The advisor whose calendar gets the booking. This is the advisor whose booking page or link the client used, or the advisor Zocks picks on the Account booking page.
Co-hosts. Team members you add to a booking event. They join every meeting booked with that event, next to the Owner.

Clients only see the Owner on the booking page. Co-hosts appear in the calendar invite.

Required and optional co-hosts

	Required co-host	Optional co-host
Calendar checked	Yes, including working hours and existing meetings	No
In the calendar invite	Required attendee	Optional attendee
Gets booking emails	No	No
Gets calendar notifications	Yes	Yes

Good to know

Add an assistant as an optional co-host if they should know about the meeting but don't need to attend.

Two co-host lists per booking event

Each booking event has 2 separate co-host lists:

Account booking page. Applies to meetings booked from your firm's Account booking page.
Individual bookings. Applies to every other way of booking that event: user booking pages.

Please note: Co-hosts on the individual list join meetings for every advisor who offers that booking event.

Set up Collaborative booking

Only administrators can add co-hosts. A booking event has no co-hosts until you add them, so your existing booking events keep working as before.

Step 1: Open the booking event

Go to Settings → Setup → Scheduling → Shared event types and select a booking event.

Step 2: Go to the Booking pages tab

Select the Booking pages tab. You'll see 2 cards: one for the Account booking page and one for individual bookings.

Step 3: Add co-hosts

In the card you want to set up, find the Co-hosts row and click Manage. Select the team members who should join these meetings.

Step 4: Mark each co-host as required or optional

For each co-host, choose whether they're Required or Optional.

Please note: If a co-host doesn't have a connected calendar, you can still add them, even as required. Zocks shows a Calendar not connected warning, and their availability isn't checked, so they may be double-booked.

Step 5: Save co-hosts

Click Save Co-hosts. New meetings booked with this booking event now include your co-hosts.

What happens when a client books

Time slots

A time slot only appears when the Owner and every required co-host are free for the whole meeting, including buffers before and after. Zocks checks each person's working hours in their own time zone, their Zocks bookings and their connected calendar.

Calendar invite

The Owner is the organizer of the meeting.
Required co-hosts are added as required attendees, and optional co-hosts as optional attendees.
The client sees the co-hosts in the invite.

Managing the meeting

The Owner sees the meeting on the Scheduling page, along with its co-hosts in the booking details.
Only the Owner, or someone the Owner shares their scheduling with, can approve, reschedule or cancel the meeting.
Co-hosts don't see the meeting in Zocks or get email notifications. They get the calendar invite and calendar notifications.
When the meeting is rescheduled, Zocks again only offers times when every required co-host is free.

Email notifications

Email	Owner	Co-hosts
New request waiting for approval	Yes	No
New booking or approved request	Yes	Yes
Rescheduled meeting	Yes	Yes
Canceled meeting	Yes	Yes

FAQs

Why don't I see any time slots for this booking event?

A slot only appears when the Owner and every required co-host are free at the same time. Check their working hours and calendars, or change a co-host to optional.

Can a co-host see or manage the meeting in Zocks?

No. Co-hosts get the calendar invite and emails. Only the Owner, or someone the Owner shares their scheduling with, can see and manage the meeting in Zocks.

What happens if a co-host declines the invite?

The meeting stays booked. A co-host declining never cancels the meeting for the client.

If I change the co-hosts, do existing meetings change too?

No. Each meeting keeps the co-hosts it had when it was booked. Your changes apply to new bookings only.

Can an advisor be both a host and a co-host?

Yes. If they're the Owner of a meeting, Zocks doesn't add them again as a co-host.

Can I combine co-hosts with the Account booking page rotation?

Yes. Zocks rotates the Owner across the advisors in the pool, and your co-hosts join every meeting next to whoever is picked.

Availability

Collaborative booking is available on the Ultimate plan with Scheduling.

Need more help?

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