Details About What’s Changing for Peer Support Requests

We’re introducing several updates that make one‑on‑one peer support sessions easier to schedule and more consistent for both Peer Supporters and members. This overview explains what’s changing, how the new system works, and what you’ll need to do to prepare.

🟠 New Booking Process for Peer Support Requests
The booking process for all Peer Support Requests (direct, indirect, and Meeting Services) has been streamlined. Instead of coordinating date and time through chat, members now choose from your available time slots, select a meeting length, and book instantly.

🟠 New Pricing Grid for All Request Types
A new Pricing Grid allows you to offer multiple meeting lengths, each with its own price. This grid applies to all peer support request types and becomes your Default Pricing Grid when responding to direct and indirect requests. You choose which durations you offer (30, 45, 60, and/or 90 minutes) and set a price for each.

🟠 Automated Meeting Creation + Payment
When a member receives your proposal, they accept the proposal by completing the entire booking process in one step. They:

• choose one of your available time slots
• select the meeting length (based on your Pricing Grid)
• pay for the session

Once they complete these steps, the system automatically creates the meeting and registers the member.

🟠 Meeting Services Are Now Fully Self‑Service
Members can now book Meeting Services entirely on their own. Each Meeting Service already includes a pricing grid, and combined with your Availability Calendar, members have everything they need to:

• select the Meeting Service
• choose the meeting length
• pick a date and time
• pay

The system automatically creates and registers the meeting. No proposal or manual action required from you.

Peer Support Requests (direct, indirect, and Meeting Services) now follow a unified, streamlined booking flow. The steps after you send a proposal have changed significantly, eliminating manual meeting creation and reducing missed registrations.

🟠 Old Process (Before the Update)
Previously, the workflow looked like this:

• You responded to a member’s request with a proposal.
• If the member accepted, you had to create the meeting manually.
• The member then had to return to HeyPeers, find your proposal, register, and pay.
• If the member didn’t complete registration, the meeting still appeared on your My Meetings page as an empty, unpaid session.

🟠 New Process (After the Update)
Now, the entire booking flow happens in one step and the member completes it themselves.

When a member receives your proposal, they:

1. Select the meeting length and price (based on your Pricing Grid
2. Choose one of your available time slots
3. Pay for the session

Completing these steps is the acceptance of your proposal.

Once the member finishes the booking:

• The system automatically creates the meeting
• The member is registered
• The session appears on your My Meetings page fully paid and confirmed

There is no manual meeting creation required by you.

🟠 What This Means for Peer Supporters

• No more manual meeting creation after a proposal is accepted
• No more empty, unpaid meetings showing up on your My Meetings page
• Members complete the entire booking and payment process in one step
• Your availability, pricing, and meeting creation are now fully automated
• The workflow is consistent across direct requests, indirect requests, and Meeting Services

This new process reduces time spent on bookings and ensures that every booked session is paid, scheduled, and confirmed before it appears on your calendar.

Members will only see time slots that are truly open based on five factors working together. Your Availability Calendar is the foundation, but your actual bookable times depend on all of the following:

🟠 1. Weekly Hours
These are the general time windows you set for each day of the week. Weekly Hours form the baseline of your availability.

🟠 2. Date Exceptions
If you add custom hours or mark a specific date as unavailable, those changes override your Weekly Hours for that day only.

🟠 3. Existing HeyPeers Meetings
Any meeting already scheduled on your HeyPeers calendar automatically blocks that time, even if your Weekly Hours show it as available.

Example:
If your Weekly Hours say you’re available Monday from 1:00 PM to 5:00 PM, but you already have a meeting at 2:00 PM, members will see:

• 1:00 PM – 2:00 PM available
• 2:00 PM blocked (not displayed)
• 3:00 PM – 5:00 PM available

This prevents accidental double‑booking

🟠 4. Google Calendar Busy Events (if synced)
If you sync your Google Calendar, any event will also block availability on HeyPeers. Members will not be able to book during those times. This keeps your schedule consistent across platforms and helps avoid conflicts.

🟠 5. Meeting Duration + Buffer Rules (New)
Availability also changes based on the meeting length the member selects and the time buffer you set in your Availability Calendar. The system automatically checks whether the selected duration fits between your existing commitments and buffer requirements.

Example: Your available slots are:

• 1:00–2:00 PM
• 2:30–3:30 PM

Your buffer is 1 hour between meetings.

If the member selects a 60‑minute or 90‑minute meeting:
Only 1:00–2:00 PM will appear as available.
The 2:30 PM slot cannot be used because it does not allow for the required 1‑hour buffer after the 2:00 PM meeting.

If the member selects a 15‑minute or 30‑minute meeting:
Both time slots will appear:

• 1:00–2:00 PM
• 2:30–3:30 PM

The shorter meetings fit within the buffer rules.

Your real availability is determined by all five sources, ensuring:

• members only see times when you are truly free
• your schedule stays accurate
• double‑booking is prevented
• your availability reflects both HeyPeers and Google Calendar commitments
• meeting lengths and buffer rules are always respected

This creates a smooth, predictable booking experience for both you and your members.

The new Pricing Grid gives Peer Supporters a flexible way to offer different meeting lengths at different prices, and it applies to all types of peer support requests:

• Direct Peer Support Requests
• Indirect Peer Support Requests
• Meeting Services

Even though the grid applies everywhere, it is created and managed on the Meeting Services page. This page shows all of your pricing grids, including:

• your Default Pricing Grid
• the pricing grids attached to each Meeting Service

⚠️ Important: At least one pricing grid must exist before you can respond to any peer support request.

🟠 Varied Pricing Based on Meeting Length
Instead of setting one flat rate, you can choose which meeting durations you want to offer:

• 30 minutes
• 45 minutes
• 60 minutes
• 90 minutes

Each duration will have its own price.
This gives you flexibility and gives members options that fit their needs and budget.

🟠 Default Pricing vs. Meeting Service Pricing Grids
The Default Pricing Grid is the general pricing you use when responding to direct or indirect Peer Support Requests.  It is required only if you do not have any visible Meeting Services.

Each Meeting Service can have its own pricing grid. If a Meeting Service is marked visible, its pricing grid also becomes available for use when responding to a direct or indirect peer support request.

When you submit a proposal, you can choose:

• your Default Pricing Grid, or
• the pricing grid from any visible Meeting Service

This gives you flexibility to tailor pricing based on the type of support you’re offering.

⚠️ Important: Even though we recommend setting a Default Pricing Grid, it is not required if you already have at least one visible Meeting Service with a pricing grid.

🟠 How the Pricing Grid Works Across Request Types

• Direct & Indirect Peer Support Requests
  When you respond to a member’s request with a proposal, you select which pricing grid to use.

🟠 How Members Book Using the Pricing Grid
When a member receives your proposal or selects one of your Meeting Services, they will:

1. Choose a meeting length (based on the selected grid)
2. Select an available time slot
3. Pay for the session

Once they complete these steps, the system automatically:

• creates the meeting
• registers the member
• adds the session to your My Meetings page

There is no manual meeting creation required from you.

When the new functionality is released, there are a few setup steps you’ll need to complete so members can book with you using the new system. These ensure your pricing, availability, and booking flow are all ready for the new system.

🟠1. Set Up at Least One Pricing Grid
You must have at least one pricing grid before you can respond to any Peer Support Request.
You can meet this requirement in either of two ways:

• Create a Default Pricing Grid, or
• Have at least one visible Meeting Service that already includes a pricing grid

We still recommend creating a Default Pricing Grid because it gives you a general pricing option for proposals, but it is not required if you already have visible Meeting Services.

🟠 2. Review Your Meeting Services
If you offer Meeting Services:

• make sure each one has the correct pricing
• confirm the meeting lengths you want to offer
• ensure the service is marked visible if you want members to book it

Visible Meeting Services become fully self‑service: members select the service, choose a duration, pick a time, pay, and the system creates the meeting. No proposal is required.

🟠 3. Set Your Availability Calendar
Your Availability Calendar determines when members can book with you. Make sure to:

• set your Weekly Hours
• add any Date Exceptions
• confirm your buffer time between meetings
• sync your Google Calendar (optional but recommended)

Your availability must be complete before members can book.

🟠 4. Understand How Booking Works Going Forward
Once your pricing and availability are set:

• members choose a meeting length
• select an available time
• pay
• the system creates and registers the meeting automatically

For Meeting Services, this process is fully self‑service.
For Peer Support Requests, this process happens after you send a proposal.

🟠 5. Optional: Update Your Profile and Service Descriptions
If you want to highlight your new meeting lengths or pricing options, you can update:

• your Peer Supporter profile
• your Meeting Service descriptions

This helps members understand what you offer.

There are a few steps you’ll need to complete so members can book with you smoothly. 

• Set your Availability Calendar
• Set Up at Least One Pricing Grid
• Review Your Meeting Services
• Understand How the New Booking Flow Works

Need Help? We’re Here for You
If you have any questions about these upcoming changes, please reach out to Customer Care at support@heypeers.com or submit a ticket (see link at the top of the page). We’re always happy to help.