Schedule Meetings

Schedule Meetings gives your team a simple booking page for meetings that need to be scheduled in advance. You choose who can host the meeting and when they are available. A guest chooses an available time, enters their details, and receives a confirmation.

This is for arranging future meetings. It is different from the Desktop App & Meeting Recorder, which captures a conversation that is already happening.

Schedule Meetings fits naturally into a small-business sales process:

outreach → booking page → meeting → CRM record → follow-up

Use cases

Situation	How Schedule Meetings helps
A prospect wants to book a demo	Share a booking link in an email, campaign, website, or proposal. The prospect sees times that work for the selected hosts.
A new customer needs an onboarding call	Create an onboarding meeting type, assign the implementation team, and collect questions before the call.
Several people can handle the same sales call	Use the setting that assigns one available host so the prospect does not need to choose a person.
A specialist team must attend together	Use Everyone needs to attend or Require a team of hosts, depending on whether every selected host or a minimum number of hosts must be present.
You want to keep guest details with the sales record	Choose a Contacts group for the meeting type. A new guest is matched or created as a Contact using their email address.
A manager needs to see scheduled work	Use the Bookings tab to review meeting types, times, guests, hosts, and booking status.

How the pieces fit together

Piece	What it does
Meeting type	A reusable appointment offering, such as “Sales demo” or “Onboarding call”. It has its own title, hosts, duration, assignment rule, guest questions, and booking link.
Availability	The hours when a host can be offered for a meeting. It includes a time zone, regular weekly hours, and date-specific changes.
Conflict calendars	The connected calendars that should prevent a host from being offered when they are already busy.
Booking page	The public page where a guest chooses a date, time, and time zone, then enters their name, email, and any required answers.
Bookings	The workspace history of confirmed, cancelled, or failed appointments.

Getting Started

Scheduled events and a website API

Choose Hosting event when creating a type. In booking rules, enter the first start date and time, choose One-off, Every day, or Every week, and set capacity. Repeating schedules publish 1–52 sessions at the same local time in the displayed time zone. Weekly sessions repeat on the first date’s weekday. Publish another batch when you need more dates; repetition does not continue indefinitely.

Hosts must have availability covering the chosen dates. Each session reserves its hosts and has its own attendance limit. If some dates conflict, the successful dates remain published and the dialog lists the unsuccessful dates. Retrying the same schedule does not duplicate successful sessions or reopen cancelled ones. Use Publish event on an existing type to add more one-off or recurring dates. Manage or cancel each session from Bookings.

The public event booking page lists upcoming sessions with their full dates, times and remaining places. Full sessions remain visible but cannot be selected. Appointment booking pages retain their calendar picker.

For a custom website, open an event type’s API tab and copy its sessions URL. For all published event types, enable the workspace shared view in Bookings and copy its API link. The website API link uses the same enable/disable and regeneration controls as the management link. It has its own token, which cannot open the management view.

The workspace API returns { "events": [...] }. Each event contains sessionId, publicId, title, start, end, timeZone, durationMinutes, hostCount, maxAttendees, registeredCount, remainingSeats, and bookingPath. The per-type sessions API returns a plain array of session times and capacity fields. Both include full sessions, exclude cancelled and closed sessions, and omit attendee identities, guest answers and private meeting links.

Fetch the copied URL without credentials and render the returned data with your own styling. The API supports cross-origin reads. Resolve bookingPath against your SoftSync application’s origin to link visitors to the chosen session. Capacity is checked again when someone registers.

Events with multiple attendees

In the booking rules, choose Event and set Maximum attendees (1–1,000). Host selection stays independent: use one host or keep the Team roadshow assignment for multiple teammates.

New Hosting event setup publishes the dates entered in booking rules. To add dates later, choose Publish event, enter the first start time and repeat setting, and confirm the attendance limit. This reserves the hosts and publishes sessions before anyone registers. Share the type’s booking link; guests choose a published session and see the remaining places.

Open a session in Bookings to see its attendees, change capacity, or cancel an individual registration. Cancelling a registration releases its place; cancelling the session cancels all registrations. A guest can also cancel their registration on the confirmation screen. Each attendee receives an individual calendar invitation for the same session and meeting link.

What you need first

A workspace administrator who can enable Meetings.
A connected Google or Microsoft work mailbox with a calendar for the administrator who enables Meetings.
At least one person who will host each meeting and has a mailbox calendar connected before the meeting type is published.
A Contacts group for meeting guests, or permission for the setup flow to create one with a Contacts view.

Enable Meetings

Open Settings → Meetings.
If prompted, choose Connect your calendar and complete the mailbox connection.
Choose Enable Meetings. Only a workspace administrator can enable the Module.
Choose Set up Meetings or New meeting type to open the four-step setup.

If you are not an administrator, you can ask one to enable Meetings and connect their calendar. After it is enabled, the page can show the meeting types, availability, and bookings that your account is allowed to view.

Create your first meeting type

The setup dialog has four steps.

Choose a starting point. Select Sales demo, Onboarding call, Team roadshow, or Hosting event. Hosting event starts with Event mode and a 25-attendee limit; the choice supplies sensible starting settings that you can still change before saving.
Connect the team. Give the meeting a name, choose its hosts, and choose the Contacts group where new guests should appear. The person creating the meeting type must be the first host. At least one selected host must have a connected mailbox calendar.
Set the booking rules. Choose the meeting length and how available hosts are assigned. The setup offers 15, 30, 45, 60, or 90 minutes. For a team pool, also choose the minimum number of hosts required.
Choose guest questions. Name and email address are always collected. You can add questions such as company, project size, phone number, or the reason for the meeting. A question can be short text, an email address, a phone number, a longer answer, a choice list, or a checkbox. Mark a question as required when the team must have the answer before the booking is submitted.

Choose Start using Meetings when the setup is complete. A calendar named after the meeting type is created automatically and shared with the selected hosts. Bookings and meeting links are added to that calendar when available.

Set availability

Open the Team availability tab.
Choose the time zone in which you want to maintain your hours.
Add your regular weekly hours. You can select weekdays, set a start and end time, and add another range when your day is split.
Add a date override when a particular date is unavailable or has extra availability.
Under Calendars to check for conflicts, select the connected calendars that should make you unavailable when they contain a busy event.
Choose Save my availability.

Guests cannot see bookable times until at least one host has saved availability. If a meeting has several hosts, configure the availability for each person who should be offered for that meeting.

How to use it

Open Settings → Meetings → Meeting types.
Find the meeting type and make sure it is marked Live.
In the Link section, choose Copy booking link.
Paste the link into an outreach email, campaign, website button, proposal, or email signature.
Use Open booking page to test the page as a guest would see it.

The booking page displays the meeting title, length, workspace name, and time zone. It shows only times calculated from host availability, selected conflict calendars, existing bookings, and the meeting’s assignment rule.

Put the booking page on your website

Open the meeting type’s Embed section.
Choose Copy embed code.
Paste the code into the part of your website where you want the booking form to appear.
Open the page in a private browser window and make a test booking.

The embedded page uses the same booking rules as the normal link. If your website blocks embedded content, share the normal booking link instead.

What a guest does

The guest opens the booking link.
They choose a date with available times.
They choose their time zone if it is different from the meeting time zone.
They choose a time and select Continue.
They enter their name and email address, answer any required questions, optionally add a note, and choose Book meeting.

After a successful booking, the guest sees a confirmation page. The booking is saved in the workspace, the guest is matched or created as a Contact in the selected Contacts group, and the connected calendar receives the appointment. The guest also receives a confirmation email. If the calendar service supplies a video link, the same link is used for the calendar event and the confirmation.

Review or change a booking

Open Settings → Meetings → Bookings.
Use the meeting-type filter if you want to see only selected meeting types.
Choose Calendar for a calendar view or List for a table view.
Open a booking to review its date, guest, hosts, status, and meeting link when one is available.
A workspace administrator can choose Reschedule, select a new start and end time, and choose Save changes.
A workspace administrator can choose Cancel booking and confirm the cancellation. The guest receives a calendar cancellation when calendar delivery succeeds.

Rescheduling still checks the meeting’s duration and host availability. If the selected time has become busy, choose another time.

Workspace administrators can open the Bookings tab and turn on Share Meetings. The page provides a read-only link for managers who need to follow booking status without signing in. Use Regenerate link if the old link should no longer work. Treat this link as sensitive because anyone who has it may be able to view the shared booking overview while it is enabled.

Troubleshooting

Meetings is not shown or cannot be enabled

Meetings must be available to the workspace and enabled by an administrator. If the page says to ask an admin, send this manual section to a workspace administrator. If you are an administrator and the page asks you to connect a calendar, connect a Google or Microsoft mailbox calendar first and return to Settings → Meetings.

“New meeting type” is unavailable

Check these three things:

Meetings is enabled for the workspace.
You are a workspace administrator.
Your mailbox calendar is connected.

The person creating the type must be the first host, and at least one selected host must have a connected mailbox calendar.

No times are available

Open Team availability and check:

at least one host has saved regular weekly hours;
the availability time zone is correct;
a date override has not blocked the date;
the selected conflict calendars do not contain a busy event; and
the meeting type is Live and has at least one eligible host.

The booking page shows only the next set of calculated times. If the schedule was just changed, refresh the booking page and try again.

A guest sees an error while booking

The selected time may have been taken by someone else between loading the page and submitting the form. Return to the time step, choose another available time, and submit again. Do not repeatedly submit the same form without checking whether the booking confirmation appeared.

The booking is confirmed but the calendar event or email is delayed

The workspace booking is saved before calendar and email delivery finishes. Check the guest’s spam or junk folder and confirm that the host’s mailbox connection is still active. If the event or email remains missing, an administrator should reconnect the affected mailbox and retry the booking delivery through the normal support process.

A host is missing from the choices

Only selected hosts can be assigned to the meeting type. Edit the meeting type and add the person as a host. They also need a workspace email address so the meeting calendar can be shared with them.

The guest was not placed in the expected Contacts group

Edit the meeting type and check Where should new guest contacts appear? The selected group must contain a Contacts view. Future bookings use the selected group; review or move an existing Contact using the normal CRM record tools.

The shared bookings link no longer works

An administrator may have disabled or regenerated the link. Open Settings → Meetings → Bookings, turn on Share Meetings if needed, and choose Copy shared link. Share the new link with managers who need access.