Scheduler: Self-Serve Meeting Links Follow

Simplify Scheduling with Self-Serve Meeting Links

Take the hassle out of back-and-forth emails with our self-scheduling meeting feature. This tool empowers clients to book time based on your real-time availability.

Just share personalized scheduling links and let others choose a time that works for them. Whether it is for a quick check-in, an intake meeting, or a client onboarding call, this feature ensures meetings are easy to set up and always aligned with your calendar.

It removes manual coordination and accelerates engagement by delegating the scheduling and event creation to the invitee, empowering prospects and clients to book at their convenience.

It is ideal for saving time, minimizing scheduling friction, and allowing you to stay focused on your top priorities.

Key benefits

• Time-Saving: Spend less time on coordinating meetings.
• Real-time availability: Automatically syncs with your calendar to show only the time slots you are free.
• Improved client experience: Makes it easy and convenient for clients to connect with you, boosting satisfaction and engagement.
• Customizable booking options: Set meeting durations and availability windows to fit your workflow.
• New Lead intake channel: Transform your calendar into a lead intake channel by allowing prospects to self-schedule meetings and automatically appear in your agenda.
• Sharing: Include and share your booking link as a QR code or a Link in any message, email or document.
• Whether it is an on-site meeting or a virtual one, you can add the location address or the meeting URL from your preferred platform.

How do public booking links work?

• Enable prospects to access your availability and book a meeting through a customized scheduling link.
• Receive your prospects’ contact information and save them as new Leads automatically.
• Manage your new leads from your Inbox before and after the meeting.

Create and share a public self-scheduling public link (for non-leads)

1.

Go into User Settings menu 
 

2. 

Click on the “Add Link” button. A modal will pop up

3. Set all the required meeting details to share with your prospects

• Duration
• Time zone
• Virtual/On-site meeting
• Location
• Other comments

Note: Virtual meeting rooms need to be manually added in the location field when setting up the Booking links

4. Set your availability

• Select days and recurrence
• Set the time range 
• Set a starting and expiration date for the link

5. Preview and share

• Check what the prospects will be seeing when they open the link before sharing
• Select between sharing the link or downloading a QR code

6. 

Click on “Save”. You will be redirected to the User Settings view where the booking link record will be now displayed in the Meeting links grid

Prospect selects and schedules a meeting from a public booking link:

• Prospect opens link
• Views user’s calendar with availability
  • Selects a date
  • Selects a time slot for specific date
• Prospect is asked to complete contact information
  • Name
  • Surname 
  • Phone number
  • Email address

• Confirms booking from the “Book Now” button at the top right of the page

Note: Clients can save the meeting as an event in their personal calendars from the “Add to My Calendar” button

Important: 

• User Input Required: The user will be prompted to set the Lead source, Lead status, and Event type to support future Lead intake and creation.
• Automatic Lead Creation: Once the meeting is confirmed, a new Lead will be automatically created in the user's Agenda and Inbox, simplifying case management.
  • The Lead will include the setup details defined in the booking link.
  • It will also include the contact information provided by the client.

How do Lead-specific booking links work?

• Enable your Leads to access your availability and book a meeting through a customized scheduling link.
• No need to set up Lead related information, the CRM already does it for you.
• Manage the links generated for your Leads from their profile.

Create and share a Lead-specific self-scheduling link

1. Go into Lead’s contact information view 
2. You can either open the Action Menu and click on the Add new meeting Link option or click on the “Add Link” button on the Meeting links section. A modal will pop up
3. Set meeting details
   • Set the meeting details Event Type for your Lead
   • Set the location

Note: Virtual meeting rooms need to be manually added in the location field when setting up the Booking links

4. Set your availability

• Select days and recurrence
• Set a starting and expiration date for the link

5. Preview and share

• Check what your client will see when they open the link
• Select between sharing the link or downloading a QR code

6. Save and see booking link record in Lead’s booking links grid

Lead selects and schedules a meeting from a lead-specific booking link:

• Lead opens link
• Lead will view user’s calendar with availability
  • Select a date
  • Select a time slot for specific date

• Confirms booking from the “Book Now” button at the top right of the page

Important: 

• Lead-specific links contain lead’s contact details already, so once confirmed, the calendar event will already be associated with said lead.
• Since no contact information is required, the meeting will be scheduled under the Lead’s name, using the existing contact details and ID already stored in the system

Deactivating booking links

If you need to deactivate a booking link, you can disable it to prevent any further bookings from being made through it. To do so, follow the instructions below:

1. From the User settings view, go to the Booking links master grid
2. Find the booking link record you want to deactivate
3. Click on the three-dotted menu icon and select the “Deactivate” option

4. 

Once confirmation modal pops up, click on “Yes, Confirm” to proceed

This will automatically set the “End Date” to the current date and expire the booking link. The record will appear grayed out in the Meeting Links section.

Once inactive, if a lead opens it they will no longer be able to self-schedule a meeting using said link as the following message will be displayed 

Note: to enable a deactivated/expired link, a new “End date” will need to be set by editing the link’s settings.

Editing Meeting links

How to reactivate a Booking link that has expired or was deactivated:

1. From the User settings view or the Lead’s profile, go to the Booking links grid. Deactivated links will be grayed out.
2. Select the inactive booking link record you want to reactivate
   • Click on the "Edit” icon

3. Once the modal pops up click on “Next” to move on to the second tab “Availaibility”

5. In the Availability section, update the “End Date” to a new future expiration date.

6. Click on “Next” to move to the verify that all desired changes have been applied correctly.

7. Click "Save" to confirm and store the updates.

Important

• As links have an End date, meaning expiration date, keep in mind that the link will be active until 12AM on the day before of said date
• The End date is included in the date range offered to the clients, meaning meetings can be scheduled for said day.
• Virtual meeting rooms need to be manually added in the location field when setting up the Booking links.
• Only users with granted permissions to manage calendars and create events, will be able to use this feature.
• Access to view and manage public links in the User Settings menu is restricted to the user who originally created them.