Book Customer Appointments with Your Sales Team

If you want your sales team to book customer appointments directly into your calendar—capturing customer details and sending automatic reminders—here's how to set it up in just a few minutes.

How It Works: Overview

1. Connect your calendar – Your personal calendar is the source of truth for availability
2. Create a meeting type for your team – This is the booking link
3. Configure contact fields – Capture Name, Phone, and Email
4. Set up reminders – Customers receive automatic reminders before their appointment
5. Share the link with your sales team – They use it to book customer appointments

Step 1: Connect Your Calendar (If Not Already Done)

Before bookings can happen, meetergo needs to know when you're available.

1. Go to Profile Settings
2. Scroll down to "Connect a calendar"
3. Select your calendar provider (Google, Outlook, iCloud, etc.)
4. Follow the instructions and grant the necessary permissions

Step 2: Set Your Availability Hours

To prevent overbooking, configure when you're available for appointments.

1. Go to Availability Settings
2. Edit your Default Availability Rule
3. Set your working hours (e.g., Monday–Friday, 8am–5pm)
4. Account for breaks by creating multiple time windows per day if needed

Step 3: Create a Meeting Type for Customer Appointments

Now you'll create the meeting type that your sales team will use to book customer appointments.

1. Go to Meeting Types
2. Click "New"
3. Enter a descriptive name, such as "Customer Consultation with Sales Team"
4. Select a duration (e.g., 30 minutes for phone calls)

Basic Settings

In the "Setup" tab:

• Title: "Customer Consultation" or similar
• Description: "Schedule an appointment with our sales team"
• Duration: e.g., 30 minutes (for phone calls) or 60 minutes (for longer discussions)
• Location: Select "Phone Call" or "Video Call" (depending on your needs)

Step 4: Configure Your Contact Form

To capture customer details (name, phone, email), you need to set up the booking form.

1. Click the "Form" tab
2. You'll see the default fields: Email and Name
3. Click "Add Field" to add more fields
4. Select "Phone" from the list
5. Make sure all fields are marked as "Required"

Form Fields Overview

These fields should be on your form:

Step 5: Set Up Automatic Reminders

So customers don't forget their appointments, configure automatic reminders.

1. Click the "Reminders" tab
2. Click "Add Reminder"
3. Set when the reminder should be sent, for example:
   • 1 day before the appointment
   • 1 hour before the appointment
   • 15 minutes before the appointment
4. Select the channel: Email (recommended for professional reminders)

Customize Reminder Message (Optional)

You can personalize the reminder email:

1. Click "Edit Reminder Email"
2. Customize the subject line and message
3. Use dynamic variables like {{firstName}}, {{startTime}} for personalization

Example subject line:

Reminder: Your appointment with our sales team tomorrow at {{startTime}}

Step 6: Set Up Access Permissions for Your Sales Team (Optional)

If you want team members to manage the meeting type:

1. Go to the "Host & Participants" tab
2. Add your sales team as Co-Hosts or Hosts
3. They'll see all booked appointments

Step 7: Share Your Booking Link

Your meeting type is now ready!

1. Go back to Meeting Types
2. Click "Copy Link" next to your new meeting type
3. Share the link with your sales team
4. They can now book customer appointments directly into your calendar

How to Share the Link

• Direct link: Send it via email, Slack, or messaging app to your team
• Embed on website: If you want the appointment picker on your website, use the embed code
• QR code: Generate a QR code for easy sharing (optional)

Step 8: Test Your Setup

Before your team starts using it, test the booking page:

1. Click "Preview" next to your meeting type
2. Book a test appointment with real data
3. Verify that:
   • Time slots only appear during your available hours
   • All fields (Name, Email, Phone) are required
   • The confirmation displays correctly
4. Cancel the test appointment to free up the time slot

Best Practices for Your Sales Team

Calendar Syncs Automatically

When your team books an appointment:

• The appointment automatically appears in your calendar
• Blocks your availability to prevent double-bookings
• Sends a reminder (if configured)

No Manual Entry Needed

Your sales team doesn't need to manually add the appointment to your calendar. meetergo does it automatically!

Customer Data Collection

All customer details (name, phone, email) are captured in meetergo and you can access them later from your contacts list.

Frequently Asked Questions

Can my sales team share the link with customers?

Yes, they can share the link so customers can book themselves. Alternatively, your team can use the link internally and call customers to book an appointment—both approaches work.

What happens if I'm away on vacation?

Your availability automatically blocks bookings. If you're traveling:

1. Go to Availability Settings
2. Add your vacation/absence dates
3. No new appointments can be booked during those times

Can customers set their own reminders?

No, but you can set reminders in meetergo (see Step 5). This way, every customer automatically receives reminders without extra effort.

Can I distribute appointments among multiple team members?

If your team has multiple people and you want to distribute appointments, create a Team Meeting Type with round-robin distribution. This is an advanced feature—contact support if you need help setting it up.

Next Steps

Congratulations! Your sales team can now book customer appointments and you have full control of your calendar.

If you want to use additional features:

• Customize email notifications: Personalize confirmation emails in settings
• Accept payments: If appointments should be paid, enable the payment integration
• Analyze bookings: Check your analytics dashboard to see trends
• Automate workflows: Connect meetergo with Zapier, Make, or similar tools for further automation