Booking link (Calendly-style)

Where the link lives

At the top of the Agenda, in the Booking links box: Your link for setters and closers, Agency link for admins and sales managers. Every row has Copy and Open, and a Page disabled label when the page is off. Anyone without a link yet sees Create your link, which goes straight to the card in Settings. Settings keeps the configuration only: the link lives in the Agenda.

Setting up your link (setters and closers)

1. Go to Settings › Calendar settings (or click Create your link at the top of the Agenda).
2. If you connected Google Calendar (Settings › Google Calendar, with updated permissions) nothing else is needed: every booking creates the Google Meet event on your calendar by itself and sends the invitation to the prospect. Alternatively, or as a fallback, enter a personal video link (reusable Meet or Zoom room). Without either, the link stays off.
3. Choose the link address (lowercase letters, digits and dashes only), call duration, buffer between calls, minimum notice and how many days ahead people can book.
4. Set your weekly availability: one or more time ranges per day, in your time zone (Settings › Time zone).
5. Decide whether The client can cancel the appointment (on by default): when off, the link in the email only lets the client move it. See Rescheduling or cancelling.
6. Save: the link shows up at the top of the Agenda, with Copy to paste it in emails, chats or your signature.

The administrator finds the same card in each setter’s or closer’s modal under Team.

The agency link

In Admin › General › Agency booking page you configure a single link (/b/<agency>). You tick the included closers and give each one a priority, a number from 1 to 10 (5 by default): 10 = first to receive the appointment. Among the closers free at that time the one with the highest priority wins; on a tie it alternates to whoever received an appointment least recently. The same rule picks the proposed closer when you set an appointment by hand in the Agenda on that calendar. The Who reschedules from the link field decides what happens when the client moves the appointment: see Rescheduling or cancelling. Closers who cannot be booked are excluded automatically. A setter’s or closer’s personal link instead books that person only. The agency link shows at the top of the Agenda for admins and sales managers. If the agency works across several markets (from the Enterprise plan), the agency page becomes one per market: each has its own address and only distributes to the closers of that market — see Multi-country markets.

What the prospect sees

• The agency name (and logo on plans that include it), the closer and the duration.
• A calendar with the available days and the times of the chosen day, in the time zone detected from the browser (changeable).
• A form with First name, Last name and Email (all required, and the two name parts are separate boxes), plus Phone and Notes (optional). On confirmation: summary, video link, Add to calendar and Manage booking.

Add to calendar

Under the booking summary there are buttons to save the appointment into the prospect’s calendar. Google Calendar and Outlook open the event already filled in, in a new tab: they just save it, with no file to hunt for in Downloads. Apple Calendar and Other calendar (.ics) download the file instead, which on a Mac or an iPhone opens straight into Calendar. The order of the buttons follows the device: on iPhone, iPad or Mac Apple comes first, elsewhere Google does.

Where the call goes: lead, client or new contact

Whoever books is recognised by the email or the phone they type in the form. A person is either a lead or a client, never both:

• An Open lead: the call is attached to that lead, without creating another one.
• Already a client (or a Won lead, already converted): the call shows in the Agenda linked to the client profile and no lead is created.
• A contact never seen before: a new lead is created with source Prenotazione (booking).

That is why every client should have email and phone filled in: they are the details used to recognise them.

Which times count as busy

Every appointment already in the closer’s Agenda, from any source: GoHighLevel, Google Calendar, entered manually or booked from the link. With Google Calendar connected it also blocks every other event marked busy in the selected calendars (internal meetings, holidays, personal commitments), without storing its title or details; events marked “free” and all-day events not marked busy do not block. The configured buffer is added around each busy slot. The time is re-checked at confirmation: if two people pick the same slot, the second one sees “just booked by someone else” and picks another.

Rescheduling or cancelling

Every email to the client — confirmation, rescheduled and reminder — carries two links: To move it opens the calendar with the free times straight away, To cancel it opens the cancellation confirmation straight away. The cancellation email carries the link to book a new time instead. By default whoever moves the appointment stays with their closer and only sees that closer’s free times. On an agency calendar the Who reschedules from the link field can say Reassigned among available members instead: whoever moves sees the times of all the calendar’s members and goes to the free one with the highest priority, and the video call link may change. Every change updates the Agenda and notifies the closer. In the app, a booked appointment shows the Booking badge.

The links also work for appointments set by hand from the Agenda, not only for those booked from the public link.

It works the other way round too: if you move or cancel the appointment from the Agenda, the booking follows and the prospect gets the rescheduled or cancelled email. Confirmations and reminders restart on the new date.

Notifications

Two types in Admin › Notifications: New booking (push on for closer and admin) and Booking cancelled (push on for the closer). The internal email is optional. The prospect always receives the confirmation, a reminder the day before and a notice of any move or cancellation, in their language.