Booking meetings
How your Aijent books into your calendar, and every setting that shapes it.
Your Aijent books meetings by checking your real calendar and offering only times you are genuinely free, inside the working hours you set. It collects the visitor's details, books it, creates the video link and sends the invitation. Your team gets an email and the meeting lands in your CRM. You need a calendar connected for any of it to work.
Booking a meeting is one of two things your Aijent can work towards. The other is sharing a link. You choose which on the Qualification tab, under Conversion outcome.
How a booking actually happens
- Your Aijent qualifies the visitor to the depth you have set. See qualification level.
- It offers a meeting.
- It collects their details and, if you have it switched on, shows a card so they can correct any typos before anything is booked.
- It checks your real calendar and offers only times you are genuinely free.
- It books it, creates the video link, and sends the invitation.
- Your team gets an email, and the meeting lands in your CRM.
The visitor never sees an empty calendar or a time you cannot make.
What the meeting is called
Meeting name is what appears in the calendar invitation. "Discovery Call", "Strategy Session", whatever you call it internally.
Audience type decides both what your Aijent collects and how the invitation is titled.
B2B collects the company name, and the invitation reads Meeting name, then the company. Right when you are selling to businesses and want to see at a glance who the meeting is with.
B2C collects name and email only, and the invitation reads Meeting name, then the person. Right when you are selling to individuals, where asking for a company is friction with no payoff.
Neither the name nor the type can be changed by the visitor.
Controlling when you get booked
Under Scheduling:
Working hours, set per day. Your Aijent never offers outside them, and a slot is only offered if the whole meeting fits before your day ends. This is the setting people most often get wrong: if too few times are appearing, your working hours are usually narrower than you remember.
Buffer between meetings. Gap either side of a booking, so you are not thrown straight from one call into the next.
Timezone. Your working hours are yours. A visitor elsewhere in the world sees those same moments in their own local time, and their confirmation arrives in their timezone. You cannot be booked at 3am.
Beyond that, it works around whatever is already in your calendar.
Two settings worth understanding
Show calendar picker in Aijent. Whether the visitor picks from a visual set of times or the conversation handles it in words. The picker is usually faster.
Show contact confirmation card. Before booking, the visitor sees their name, email and company and can correct them. Worth leaving on: a typo in an email address means an invitation that never arrives and a lead you cannot contact.
Keeping out the bookings you do not want
Require corporate email addresses rejects Gmail, Hotmail, Yahoo, Outlook and similar. Use it if you only want meetings with people using their work address.
Be deliberate. Plenty of legitimate small businesses run on a Gmail address, and this will turn them away.
For anything more considered than that, use Visitor Screening or SureGate, which judge fit rather than email domain.
When a meeting is booked
The visitor gets a calendar invitation with the video link.
Your team gets an email with the meeting details, a summary of the conversation, and a link straight to the record in your CRM.
Your CRM gets:
- The contact
- The company
- A deal
- The meeting itself
See integrations.
Copying someone else in. On Growth and above you can send the booking notification to a second address, useful when a manager or a shared inbox should see every booking.
Your calendar and video must be connected
Your Aijent cannot offer a time without a calendar. One rule decides your options: Google Meet needs Google Calendar, Microsoft Teams needs Outlook, and Zoom works with either. See integrations.
After the meeting is booked
Your Aijent keeps talking. It can still answer questions, and if the visitor later needs something it cannot help with, it can still put them in touch with your team. See the post-conversion message.