Scheduling

The Scheduling module allows you to create public booking pages where clients, prospects, and partners can schedule meetings with you based on your available time slots.

Scheduling / Booking Page Overview

A booking page is a public web page that displays your availability and lets visitors pick a time to meet. This eliminates the back-and-forth of scheduling emails and ensures meetings are booked during times that work for you.

Setting Up a Booking Page

1. Navigate to Engagement > Scheduling in the sidebar.
2. Click + New Booking Page (or edit an existing one).
3. Configure the settings:
   • Page Title — the heading visitors see (e.g., "Schedule a Demo with John")
   • Description — context about the meeting purpose
   • Duration — default meeting length (15 min, 30 min, 60 min, or custom)
   • Availability — set which days and hours you are available
   • Buffer Time — minimum gap between meetings
   • Advance Notice — how far in advance meetings must be booked
   • Max Bookings — maximum meetings per day (optional)
4. Click Save and Publish.

tip

Set buffer time between meetings (e.g., 15 minutes) to avoid back-to-back scheduling. This gives you time for notes, preparation, and short breaks.

Public Booking Page

Once published, the booking page is accessible via a public URL. Share this link with prospects and clients.

The visitor experience:

1. They see a calendar view with your available dates highlighted.
2. They click a date to see available time slots.
3. They select a time slot.
4. They fill in their name, email, and optional notes.
5. They click Confirm Booking.

Available Time Slots

Time slots are calculated based on:

• Your configured availability hours (e.g., Monday-Friday 9am-5pm)
• Your calendar events (connected via Google Calendar sync — busy times are excluded)
• Buffer time between meetings
• Advance notice requirements
• Existing bookings on the same page

info

For accurate availability, connect your Google Calendar. The system automatically blocks times where you have existing events, preventing double-booking.

Booking Confirmation

When a visitor books a meeting:

1. Confirmation page — the visitor sees a success message with the meeting details.
2. Confirmation email — both you and the visitor receive an email with:
   • Meeting date and time
   • Duration
   • Visitor's name and email
   • Any notes they provided
   • Calendar invite attachment (.ics file)
3. CRM record — a task or calendar entry is created in Intellicon CRM linked to the visitor's contact record (if one exists).

Integration with Tasks and Calendar

Booked meetings integrate with the CRM:

• A task of type "Meeting" is automatically created for the booked time
• If Google Calendar Sync is connected, the meeting appears on your Google Calendar
• If the visitor's email matches an existing contact, the task is linked to that contact
• The booking appears on your Tasks Calendar View

note

If the visitor is a new person (no matching contact), you can manually create a contact and link the meeting task to them afterward.

Managing Bookings

View and manage your bookings:

1. Navigate to Engagement > Scheduling.
2. Click a booking page to see its Bookings tab.
3. View upcoming and past bookings with visitor name, date, and status.
4. Cancel a booking if needed — the visitor will be notified.
5. Reschedule by cancelling and asking the visitor to rebook.