Meetings: Let Prospects Book a Time With You

Meetings gives you a link you can put on your website, in your email signature, on Instagram, or anywhere else. A prospect opens it, picks a time you have open, answers a few questions, and they are booked. There is nothing for you to approve.

Every booking:

• Becomes a lead in your Leads list, assigned to you, with their answers attached
• Lands on your calendar (Google or Outlook, when connected) and on your JourneyFuse calendar
• Sends them a confirmation with a calendar invite they can accept in one tap, plus a link to cancel
• Blocks that time, so nobody else can book it

Replacing Calendly? Meetings does the same job, and the booking and the lead finally live in the same place. You can see on the lead that a call is booked, and your calendar knows who the call is with.

Before You Start: Connect Your Calendar

Connect Google Calendar or Outlook under Settings → Calendar. JourneyFuse then checks it for conflicts, so a dentist appointment or a supplier webinar blocks that time on your booking page. New meetings are added to it automatically.

Without a connected calendar, Meetings still works, but only other JourneyFuse meetings block time. The Calendar card on the Meetings page tells you which case you are in.

Trips, tasks and payment dates that JourneyFuse puts on your calendar are marked as free time, so they never block a booking. Only real appointments do.

Set Up Meetings

Go to Settings → Meetings (under Personal).

1. Set your hours

In Your hours:

1. Pick your Time zone. Your hours are always in your zone. Prospects see times converted to theirs.
2. Turn each day on or off and set the hours you take calls. Use Add hours for a split day, like 9 to 12 and 1 to 5.
3. Under Days off and special hours, use Add a date for a holiday (mark it Unavailable) or a one-off, like a Saturday morning. These dates replace your weekly hours for that day.
4. Click Save hours.

Out-of-office dates you set under Settings → Profile also block bookings.

2. Create a meeting type

A meeting type is what a prospect can book, like a 30-minute discovery call. Each one has its own link.

1. Under Meeting types, click New meeting type.
2. Give it a Name (for example, "Discovery call") and a Description. The description is shown on your booking page, so say what you will talk about.
3. Pick a Length.
4. Choose How you will meet: a phone call, a video call (paste your Zoom or Meet link), in person (add the address), or something else.
5. Under Questions, keep Create a “Book a call” form for me, or pick one of your existing forms. The answers become the lead. You can edit the form in Forms like any other form.
6. Click Create.

Your link appears on the card. Click Copy to copy it, or Open to see the page your prospects see.

Advanced options

Open Advanced on a meeting type for:

What Your Prospect Sees

1. Your photo, name, the meeting name, its length and where you will meet
2. A calendar with the days that have open times, and the open times for the day they pick. Times show in their time zone, which they can change
3. Your questions
4. A confirmation screen, then an email with the calendar invite and a cancel link

If someone else grabs the same time while they are filling in the questions, they are told right away and shown the open times again. Two people can never book the same time.

What You Get When Someone Books

• A new lead, assigned to you, with their answers on the Form response card. If they already came in as a lead in the last 30 days, the booking is added to that lead instead of creating a duplicate.
• A Meetings card on the lead showing the meeting and whether it is upcoming, done or cancelled.
• An email with who booked, when, and their contact details. Replying to it goes to the prospect.
• The event on your calendar, named after the meeting and the person, with their details and a link to the lead.
• Your usual new-lead notification and any lead automations you have set up.

Cancelling

Your prospect can cancel from the link in their confirmation email. You get an email, the event comes off your calendar, and the time opens up again.

You can cancel from Upcoming meetings at the bottom of Settings → Meetings. Your prospect gets an email saying it is cancelled, and their calendar invite is cancelled too. The optional reason is for your records only. It is not sent to them.

To change a time, cancel and send them your link to book again.

Good to Know

• Your client email settings. The booking confirmation goes out even if your client emails are on hold for review, because the person is waiting on it right then. It does not go out while your whole agency's email is paused.
• The confirmation replaces the form's thank-you email. A booking sends one email with the invite, not two.
• Turning a meeting type off stops new bookings on that link right away. Meetings already booked stay booked.
• Deleting a meeting type does not cancel meetings already booked on it.

Related Articles

• Managing Leads
• Form Builder
• Calendar View