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Setting up scheduling

This guide switches on built-in scheduling so agents book meetings in the conversation and run them, by voice, at the booked time.

Step 1: review the meeting types

Open Work → Scheduling. Two meeting types are already there:

  • Intro call: 20 minutes;
  • Product demo: 30 minutes.

Built-in scheduling is on while at least one meeting type is enabled; the banner at the top says which. For each type, check:

  • Agent: who is live on the meeting link at the booked time;
  • Length, and the gap after each meeting;
  • Start times every (15 minutes by default), Earliest booking (5 minutes' notice by default) and Up to (days ahead) (14 by default);
  • Most a day, if you want a ceiling;
  • Hours, if this meeting type should have hours of its own.

Add your own types with New meeting type.

Step 2: decide when agents are available

Open Agent hours. By default agents take meetings any time: they don't need sleep. Choose Use business hours or Set custom hours if you'd rather meetings happen when your team is around to follow up.

Also check:

  • Include a booking link when offering times (on by default): agents send a private booking page alongside the times they offer;
  • Meetings at the same time: how many meetings one agent runs at once (3 by default, up to 10).

Step 3: WhatsApp reminder templates

If you use a WhatsApp Business number, choose approved templates for the confirmation, the 24-hour and 1-hour reminders and the missed-meeting message on each meeting type. Without them, a reminder that falls outside WhatsApp's 24-hour window is skipped. Linked phones and email don't need templates.

Step 4: book a meeting yourself

Use Try it on a channel, or message your own connected number, and ask for a meeting. The agent should offer times in your time zone. Book one and check:

  • the confirmation arrives, with a calendar invitation by email;
  • the booking appears under Scheduling → Bookings;
  • admins receive a new-booking email.

Step 5: join the meeting

Open the meeting link from the confirmation. It opens ten minutes before the start. The agent greets you by voice, with a spoken AI disclosure, and you can type if you'd rather not talk.

What happens if someone doesn't turn up?

Ten minutes after the start, the meeting is recorded as a no-show. The contact gets a sorry we missed each other message with new times, one follow-up two days later, and then nothing more. Admins are told.

How do I cancel a meeting?

In Bookings, open the meeting and choose Cancel meeting; the contact is told. Contacts can also ask the agent to move or cancel a meeting in the conversation, and a moved meeting keeps its link.