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, Outlook, or both under Settings → Calendar. JourneyFuse then checks them for conflicts, so a dentist appointment or a supplier webinar blocks that time on your booking page. New meetings are added to your main connected calendar, or to the one you pick under New meetings go on on the Settings tab.

The Meetings tab says which calendar that is, with a Change link. If you connect another calendar after choosing one, it asks which you use, with Use and Keep buttons, so bookings don't keep landing on a calendar you no longer open.

Without a connected calendar, Meetings still works, but only other JourneyFuse meetings block time.

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.

Choose which calendars block your time

On the Settings tab in Meetings, Calendars that block your time lists every calendar in your connected accounts: Work, Family, a shared agency calendar and so on. Tick the ones that should block bookings and click Save calendars. Until you choose, each account's main calendar is used.

Only events marked Busy block a booking. Google makes every all-day event Free unless you change it, so a full-day time block needs Show as: Busy (open the event in Google Calendar, click the edit pencil, and pick Busy next to the calendar name). Timed events are Busy by default.

Add iCloud or any other calendar

Under Other calendars, paste a calendar's private link and click Add. It works for iCloud, Calendly and any app that offers an iCal, .ics or webcal link. Events on it block your time. All-day events don't, so a birthday or a holiday never closes a whole day.

• iCloud (iPhone Calendar): open Calendar, tap Calendars, tap the ⓘ next to the calendar, turn on Public Calendar and tap Share Link. Anyone with that link can see the calendar, so only use one you're comfortable sharing.
• A second Outlook address: you can connect one Outlook account under Settings → Calendar. For any other address, sign in to it on Outlook on the web, open Settings → Calendar → Shared calendars, and under Publish a calendar pick the calendar and Can view when I'm busy. Click Publish, copy the ICS link and add it here. Only busy times are shared, never titles or details.
• A second Google account: in Google Calendar, open Settings, click the calendar under Settings for my calendars and copy Secret address in iCal format.
• JourneyFuse reads each link again about every 30 minutes. If it can't be read (for example, you turned sharing off), the error shows next to it and the last copy we read keeps blocking time.

Check my conflicts

Click Check now to see everything that blocks your next 7 days and which calendar it came from. Use it when a time you expected to be open is missing from your booking page.

Set Up Meetings

Click Meetings in the sidebar, under Calendar. The page has three tabs:

• Meetings: the calls people booked with you, grouped by day, with Upcoming, Past and Cancelled views
• Meeting types: what people can book, each with its own link
• Availability: your hours, days off, and your calendar connection
• Booking page: your one link for everything, your agency's team page, and code for your website

The button at the top right copies a booking link from any tab. With one meeting type it reads Copy my booking link. With more than one it reads Share a link and lists them.

If you have your own website domain set up in JourneyFuse, your booking links use it, for example book.youragency.com/meet/.... Otherwise they use your agency's domain, or journeyfuse.com if your agency has none. The links in confirmation emails, reminders and invites to reschedule or cancel use the same domain.

1. Set your hours

On the Availability tab, under Weekly hours:

1. Pick your time zone at the top of the card. Your hours are always in your zone. Prospects see times converted to theirs.
2. Turn each day on or off. Each set of hours shows as a pill: click it to change the times or remove it. Click + to add a second set for a split day, like 9 to 12 and 1 to 5.
3. The copy button on a day copies its hours to Mon – Fri or to every day. Quick set fills the whole week with weekdays 9 to 5, with or without a lunch break.
4. Click Save hours in the bar at the bottom. The bar only appears when you have unsaved changes, and Discard puts everything back.

The panel on the right shows how many hours you are open each week, your next few open times for your first meeting type, and your next days off.

Days off and special hours

Use Add a date for a vacation, a holiday, or a day with different hours. These dates replace your weekly hours for those days.

1. Tap a day on the calendar, or tap a first and a last day for a range.
2. Choose Off all day, or Different hours and set the hours for those days.
3. Add a label if you like, such as "Vacation". Only you see it; people booking just see no open times.
4. Quick add fills in the next holidays in one tap.
5. Click Add day off (or Set special hours). It saves right away and your booking page updates. There is no separate Save hours step for dates.

In the list, red means off all day and amber means different hours. A run of days shows as one row, and each row says what the day would normally be. If you already have meetings booked on a day you take off, the row says so. Those meetings stay booked, so change or cancel them from Meetings. Use the … menu on a row to edit or remove it. Edits and removals save right away too.

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. On the Meeting types tab, click New meeting type (or the dashed New meeting type card).

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: 15, 30 or 45 minutes, an hour, an hour and a half, or Custom.

4. Under Where you meet, pick how you will meet. Options that need a connection first are greyed out and say what to connect:

   • Zoom, Google Meet or Microsoft Teams: each booking gets its own meeting link, made for you. See Meeting Links Made for You.
   • Video link: one link you paste, used for every booking. Any service works: a RingCentral Video, Webex or Zoom room. Your booking page and emails name the service from the link, for example RingCentral Video.
   • A phone call, in person (add the address), or other.

   Let them choose. Click more than one option, like Phone call and Google Meet, and the person booking picks one after choosing their time. The numbers on the tiles show the order they are listed in, and the first one is picked for them to start with. If they choose a phone call, their phone number becomes required.

5. Under When they can book, keep My weekly hours to use your Availability hours, or choose Custom hours to give this meeting its own hours, like evenings only for trip planning calls. Custom hours are in your time zone. Your days off still apply, your calendar still blocks time, and on a day with special hours only the part inside those hours is offered.

6. 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.

7. Click Create.

Each meeting type is a card showing its length, where you meet (for example Phone call or Google Meet, they choose), Own hours when it has custom hours, and whether it is On your booking page or Link only. Click the link at the bottom of the card to copy it, and use the switch to turn it on or off. The … menu has Edit, Copy link, Open booking link, Make a copy (a quick way to set up a similar meeting; the copy starts switched off) and Delete.

The panel beside your meeting types shows which video links can be made for you (Zoom, Google Meet, Microsoft Teams) and how many meeting types your booking page shows.

Advanced options

Click Advanced: buffers, notice, daily limit, link on a meeting type for these. Each box shows its unit (min, hours, days, meetings).

Meeting Links Made for You

Pick Google Meet or Microsoft Teams as a meeting type's location and every booking gets its own link. Nobody walks into someone else's call when one runs over.

• Google Meet needs Google Calendar connected under Settings → Calendar. Teams needs Outlook connected there.
• The link is made when the meeting is booked, and it goes in the confirmation email, the calendar invite, your calendar event and your new-booking email. On the Meetings page, Join opens it.
• Cancelling the meeting removes the calendar event, and the link with it.
• Teams needs a work or school Microsoft account. A personal Outlook.com account can't host Teams meetings. When that happens the meeting still books, and your booking email tells you to send them a link yourself.
• If your calendar isn't connected, or is the other kind (Teams chosen, Google connected), the meeting still books without a link and you're told the same way.

Zoom

Connecting Zoom

JourneyFuse is on the Zoom App Marketplace, so any advisor can connect their own Zoom account. Prefer not to? Choose Video link on a meeting type and paste your Zoom meeting link instead (your personal meeting room works well). Every booking gets that link.

1. Go to Meetings → Settings.
2. Under Connections, click Connect Zoom.
3. Sign in to Zoom if asked, and click Allow to approve JourneyFuse.
4. You land back on Meetings → Settings with Zoom shown as connected. Open a meeting type and choose Zoom as its location.

JourneyFuse asks Zoom only for what this needs: your Zoom user details (to link the account and check your plan) and permission to create, update and delete the meetings it makes for your bookings. It never reads your recordings, chats, contacts or other meetings. See Privacy Policy, section 10c.

Using Zoom

• Each booking gets its own Zoom meeting with the waiting room on, named after the meeting and the person.
• The join link goes in the confirmation email, the calendar invite, your calendar event, your new-booking email and the reminders. On the Meetings page, Join opens it.
• Moving the meeting moves the Zoom meeting too, and keeps the same link. Cancelling deletes it.
• Free Zoom plans end calls with three or more people at 40 minutes. The meeting type editor warns you when a meeting type is longer than that.
• If Zoom is disconnected, or can't be reached when someone books, the meeting still books without a link and your booking email tells you to send one. The Zoom card in Meetings → Settings then shows Reconnect.

Removing Zoom

You can remove the connection from either side:

• In JourneyFuse: go to Meetings → Settings and click Disconnect on the Zoom card. JourneyFuse revokes its access with Zoom and deletes the stored connection.
• In Zoom: sign in at marketplace.zoom.us, open Manage → Added Apps, find JourneyFuse and click Remove. Zoom tells JourneyFuse, and the stored connection is deleted right away.

After you remove Zoom:

• New bookings on a meeting type set to Zoom still go through, without a link, and your booking email tells you to send one. Switch those meeting types to another location to avoid that.
• Meetings already booked keep the Zoom link they were given. Those Zoom meetings stay on your Zoom account until you delete them in Zoom.

Need help? Email support@journeyfuse.com or see Contact and support.

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. How would you like to meet?, when the meeting type offers more than one way. Invites you send from Meetings ask the same question
4. Your questions
5. A confirmation screen, then an email with the calendar invite and a cancel link

Their time zone is read from their computer or phone. Once they pick a time, the page names it in words, for example In Central (CT) time, with Not your time zone? to change it. A laptop set to the wrong zone is the usual reason a guest shows up an hour early.

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 upcoming one shows their time too, with Change time and Cancel buttons.
• An email with who booked, when, and their contact details. When they are in another time zone it shows their time as well, for example That is 12:00 PM CDT for Ann. Change time in the email opens the meeting on the Meetings page, ready to move. Replying to the email 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.

Your Booking Page

Each meeting type has its own link, but most people want to share just one. Your booking page shows all your meeting types together, with your photo, bio and specialties, in your agency's colors and logo. A visitor picks a meeting, then a time.

Open the Booking page tab on the Meetings page to find:

• Share your booking page: Copy link, open it in a new tab, or get a QR code you can download for a flyer or an Instagram story. The address is the same as your landing page's. If you haven't chosen one yet, click Choose my address.
• Your agency's team page: everyone in your agency who takes bookings, with the same copy, open and QR code buttons. A visitor picks an advisor, then goes to that advisor's booking page.
• What's on your page: a switch for each meeting type, and a count of how many are shown. Switch off a meeting you only send to clients you already know, like a final payment check-in. It stays off your booking page and the team page, but its own link and invites keep working.
• Put it anywhere: copy-ready code for your Website (shows your booking page inside your site; paste it into your site builder's "embed" or "HTML" block), your Email signature (a "Book a time with me" link), or a Button for any site that takes HTML. The last two show what they will look like.
• A live preview of your booking page. Switch between computer and phone size, and reload it after a change.

Once you have a booking page, the button at the top of Meetings lists My booking page first.

Add a Schedule a call button to any email

When you write an email (a new email, a trip email, a template or an automation step), click Add a button in the editor's toolbar, then Schedule a call. It adds a card with a Schedule a call button, the same style as the invoice and portal buttons.

• The button opens the booking page of whoever sends the email. In an agency template, each advisor's clients land on that advisor's own calendar. In an automation, it is the advisor assigned to the trip, client or lead.
• If you have no booking page yet, it opens your first meeting type that is switched on.
• In a new email, Preview shows the exact link your client will get. If you have no meeting type switched on, the email will not send until you set one up or remove the button.

Your booking page, each meeting type's page, and the team page all use your agency's accent color and logo, or your own branding if your agency lets advisors brand their pages.

Invite Someone You Already Know

Your booking link is for new people: they answer your questions and become a lead. When you want to meet a client, a lead or a trip's travelers you already have, use Schedule a meeting instead. There is nothing for them to fill in, and the meeting is filed on their record.

You'll find it:

• On a client, as the calendar icon in the row of buttons at the top
• On a lead, as Schedule next to Intake call
• On a trip, as Meet next to Email client
• On the Meetings page, as Invite, where you pick the client or type a name and email

Their name and email are filled in for you. Pick a meeting type, then choose one of three ways:

For the first two, leave Email the invite on and we email it from you, with your optional message. Turn it off to get the link and send it yourself, by text for example.

Invites that are still waiting show at the top of the Meetings tab under Waiting on a reply. From there you can copy the link again, or withdraw it from the ⋯ menu so the link stops working.

Good to know:

• One invite books one meeting. Once they book, the link shows their booking instead of open times.
• Suggested times are checked again when they book. If one has been taken since, it simply stops being offered.
• An invite expires the day after the last suggested time, or 30 days after you create it when they can pick any time.
• A meeting booked from a trip shows the trip, and one booked from a client or lead is filed on that client or lead.

Your Meetings List

The Meetings tab shows your upcoming meetings grouped by day (Today, Tomorrow, then the date). Each row shows:

• The time in your time zone and how long the meeting is. When the person booked from another time zone, their time is shown too, for example 1:30 PM CDT for Ann
• Check their time zone, when their phone is a US or Canada number but their computer said somewhere else (a laptop set to Europe, say). Open Change time to fix it
• Who it is with and the meeting name. Click their name to open the lead or client
• How you are meeting. For a video call with a link, a Join button turns blue 15 minutes before the start. For a phone call, Call dials the number they gave

The ⋯ menu can email them, copy their email address, change the time, or cancel the meeting. Use Search by name or email above the list to find one meeting fast.

The panel on the right changes with the tab:

• Upcoming: Next up shows your next meeting with a countdown and its Join the call or Call button, plus Change time. Next 7 days shows how many meetings you have and a dot for each one on each day. Waiting on a reply lists invites you sent that nobody has booked yet, with a button to copy the link again.
• Past: how many calls were Done, No-show, or still Need notes. Click Show the ones that need notes to list only those, then use How did it go? on each.
• Cancelled: how many you cancelled and how many they did. The list shows who cancelled and the reason you gave.

Reminders

Everyone you meet with gets two reminder emails, with nothing to set up:

• The day before, sent about 24 hours ahead.
• About an hour before, with a Join the call button for Google Meet, Teams or a video link.

Each reminder repeats the time in their time zone and where you're meeting, plus a link to cancel or change the meeting.

• A meeting booked less than a day ahead skips the day-before reminder, because the confirmation just went out. One booked less than two hours ahead skips the hour-before one too.
• Reminders go out even when your client emails are on hold for review, because a reminder released after the meeting is no use. They don't go out while your whole agency's email is paused.
• Text-message reminders aren't available yet.

Your Prep Note

About an hour before each meeting, you get a prep note by email with what JourneyFuse already knows about the person:

• Who they are, whether they're a lead or a client, their email and phone, and a Join the call button for video meetings.
• What they told us: destination, dates, travelers and budget from the lead, plus their answers to your booking questions. Passport, ID, card and document answers are never included.
• Their trips and open proposals.
• Recent notes, including call notes from earlier meetings.
• Earlier meetings, and whether each was done, a no-show or cancelled.

Every line comes from their record, and the note links straight to it. It's skipped for meetings booked less than 90 minutes ahead, since your new-booking email just arrived. If you move a meeting, a new prep note goes out for the new time.

After the Call

Once a meeting has started, its row on the Meetings tab shows How did it go? You can also find it under Past, or in the ⋯ menu as Edit call notes. It opens a short form:

• Call notes: what you talked about and what to do next. They're saved as a Meeting logged note on the lead, client or trip the meeting is filed on, so your team sees them there, and they count as contact.
• Save and mark done, or They didn't show. The row then shows Done or No-show, so you can see at a glance who went quiet.
• Create trip: for a lead, this turns the lead into a client with a new trip, the same as Convert on the lead page (the lead is marked Won). For a client, it starts a new trip for them. The meeting is then filed on the trip, and a Trip link appears on the row.

You can reopen the notes any time to add to them.

Changing the Time

Your client can move the meeting themselves. The link in their confirmation and reminder emails, Change or cancel this meeting, opens a page where they choose Pick a new time and see your open times. Their current time doesn't count against them, so moving 30 minutes later works.

You can move it from the Meetings tab (the ⋯ menu, then Change time), from the meeting on the lead, or with Change time in your new-booking email. Pick one of your open times, or turn on Outside my hours to choose any date and time, for example while you're on the phone with them.

When they are in another time zone:

• Each open time shows their time under yours, and Moving to shows both.
• With Outside my hours on, choose My time or their time before you type, so "she said 1:30 Central" goes in as 1:30 with no converting.
• Their time zone sits at the top. If it is wrong, change it there. It is saved with the move, or click Save time zone only to fix it without moving the meeting. Their reminders follow it.

Either way:

• The meeting keeps everything else: the lead or client it's filed on, the link, and a Google Meet or Teams link if it has one.
• Your calendar event moves to the new time.
• Your client gets an Updated email with a new calendar invite. Their calendar app replaces the old time rather than adding a second meeting.
• When your client moves it, you get an email saying it moved, with the old time and the new one.
• Reminders are sent again for the new time.

A meeting whose meeting type you have deleted can still be cancelled, but not moved online.

Booking on a Teammate's Calendar

Whoever answers the phone can book a caller straight in with the right advisor. A receptionist enters the lead, opens Schedule, picks the advisor under With, and sees only that advisor's open times, in the advisor's time zone. All three ways work: Let them pick, Suggest times and Book it for them.

It is off until an owner or admin turns it on. Go to Meetings, then the Settings tab, find Booking for teammates, and choose who can book on teammates' calendars:

• Nobody (the default): Schedule only books your own calendar.
• Everyone on the team: every full member can book for the others.
• Only people I pick: tap the people allowed to, for example your receptionist and office manager.

Then click Save settings.

Good to know:

• Each advisor can opt out. In the same section, Let teammates book on my calendar is on by default. Turn it off and your name stops appearing under With.
• Only advisors with an active meeting type show up under With. An advisor with none needs to create one first.
• The meeting belongs to the advisor. It goes on their calendar and their Meetings page, the invite comes from them, and they get a Booked for you email naming who booked it, even if they turned off booking emails.
• Their hours are respected. Outside my hours is only for your own calendar.
• On a lead, With starts on the lead's assigned advisor. Owners and admins also see Also assign this lead to (name), so the lead and the meeting stay with the same advisor.

Handing a Meeting to a Teammate

When you can't make a meeting, give it to someone else on your team. From the Meetings tab, open the ⋯ menu on the meeting, click Change advisor, pick a teammate and click Hand to (their first name).

• The time stays the same. It comes off your calendar and goes on theirs.
• Your client gets an Update email saying the meeting is now with them, with a new calendar invite that replaces the old one.
• Your teammate gets an email that it is theirs now, even if they turned off booking emails.
• A Zoom, Google Meet or Teams link is made again under your teammate's account. A link you pasted (like a RingCentral room) stays as it is.
• Reminders your client already got are not sent again. The prep note goes to your teammate.

Owners and admins can hand over anyone's meeting. On the Meetings tab, switch from Mine to Everyone to see every advisor's meetings. A teammate's meeting shows With and their name, and its ⋯ menu offers Change advisor.

If your teammate already has a meeting at that time, you'll see a message and nothing changes.

Cancelling

Your client can cancel from the same link. You get an email, the event comes off your calendar, and the time opens up again.

You can cancel from the Meetings tab (the ⋯ menu, then Cancel meeting) or with Cancel on the meeting on the lead. Your client 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.

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.

Meeting Settings

The Settings tab on the Meetings page holds your own meeting choices. Each advisor sets their own.

Connections

Your calendar (Google or Outlook) and Zoom, in one place, with Calendars that block your time right under them: which calendars count as busy, iCloud and other calendar links, and Check my conflicts. Meeting types and Availability link here.

Emails to your guests

• Confirmation: always sent when someone books, with the calendar invite and a link to change or cancel. Add a note in Add a note to every confirmation (up to 1,000 characters), such as what to have ready. The preview on the right shows where it appears.
• Reminders: pick any of 1 week, 2 days, 1 day, 1 hour and 15 minutes before, or none. The default is 1 day and 1 hour. A reminder is skipped when they booked too close to it to need one (for example, no "1 week before" for a meeting booked yesterday for next Tuesday). Add a note to every reminder, like "Running late? Just reply."

After they book

• Thank-you message: shown on the confirmation screen, under the time they booked.
• Send them to a page of yours: a full web address, like your website or a questionnaire. Guests see the confirmation for a few seconds, then go there (with a Continue now link).

Emails to you

• When someone books, moves or cancels: switch off if you track bookings on the Meetings page instead. If something needs you, like a request to approve or a video link that could not be made, you still get that email.
• Prep note before each call: the summary of who you are meeting, about an hour before.

Click Save settings in the bar at the bottom.

Approve Bookings First

Turn on Approve bookings first when you create or edit a meeting type. Bookings on it then wait as requests:

1. The guest sees Request sent and gets an email saying you will confirm. Their time is held, so nobody else can book it.
2. You get an email and the request shows on the Meetings list as an amber card, with Accept and Decline. The panel on the right counts requests waiting for you.
3. Accept confirms it: the calendar event, video link and the guest's confirmation with the invite all go out.
4. Decline frees the time and emails them a button to pick another time. Add a reason for your records if you like.

Guests can cancel a request from their email link while it waits. Meetings you book for someone, and invites you send, never need approval.

Related Articles

• Managing Leads
• Form Builder
• Calendar View