The Meetings settings within your Calendars module serve as the control center for how your appointments are structured, assigned, and managed. By dialing in these configurations, you ensure a frictionless booking experience for your clients while protecting your team's valuable time.
1. Configuring Meeting Details
Every successful booking starts with clarity. When you set up a meeting type, you are defining exactly what the prospect is signing up for and how the meeting will be conducted.
Meeting Title & Description
Give your meeting a clear, professional name (e.g., "30-Minute Strategy Session"). The description should outline exactly what the client should expect and any preparation they need to do beforehand.
Meeting Location
Define where the meeting takes place. You can insert a permanent Zoom link, a Google Meet URL, a phone number, or a physical office address. This location data is automatically injected into the calendar invites.
2. Defining Availability & Buffers
Protecting your schedule is just as important as filling it. The meetings configuration panel allows you to set strict boundaries on when and how people can book you.
- Slot Duration & IntervalsSet how long the meeting lasts and the intervals at which slots are offered (e.g., a 45-minute meeting offered every 30 minutes).
- Buffer TimesAlways include a buffer before and after meetings. A 15-minute buffer ensures you never have back-to-back calls and have time to log CRM notes.
- Minimum Scheduling NoticePrevent surprise bookings by requiring a minimum notice period (e.g., 4 hours or 1 day) before a meeting can be scheduled.
Pro-Tip
To maximize your show-up rates, pair your meeting configurations with a custom form. Instead of just asking for a name and email, require prospects to answer a few qualifying questions before the booking is confirmed. This filters out low-intent leads and gives you valuable context before the call.
3. Team & Round-Robin Routing
If you have multiple team members handling the same type of meeting, you can utilize Round-Robin routing to distribute the workload fairly and efficiently.
When configuring a round-robin meeting, you can choose to optimize for Availability (assigning the meeting to whoever is open first) or Equal Distribution (ensuring every team member gets the exact same number of leads over a given period). This ensures your prospects get the fastest possible response without burning out your staff.