Meeting Links

Meeting Links give customers a public page where they pick a time and book a meeting with you or your team. Each booking checks your availability and calendar, creates a Meeting activity on the customer’s contact, adds the event to your calendar, and emails a confirmation.

Use Meeting Links for sales calls, demos, and consultations. For client services with staff, resources, and checkout, use Online Booking for Appointments instead.

Open Meeting Links from the CRM section of the sidebar. The page has four tabs:

Tab	Use it for
Links	Create, copy, edit, and delete meeting links
Calendar	See booked meetings and calendar events for each host
Teams	Group members for round robin and collective links
Settings	Set your availability and connect calendars

Before you start

Each host must set up availability once. A member who has not saved their availability can’t be booked.

Open Meeting Links → Settings.
Under Calendar connections, select Manage connections to connect Google Calendar or Outlook in Settings → Your Account → Email & Calendar.
Choose the calendars to check for conflicts. Google lets you pick several calendars; Outlook uses the primary calendar.
Under Add booked meetings to, choose Google Calendar, Outlook Calendar, or Email invitation only.
Set your Weekly availability: one or more time ranges per day, in your time zone. Days with no hours are unavailable.
Add any Days off.
Select Save availability.

Selected calendars are checked before times are offered and again when someone books. If a calendar connection fails, that host is shown as unavailable rather than risking a double booking.

Creating a meeting link

Open the Links tab and select Create meeting link.
On Details, enter the meeting name and description, and choose the meeting type, duration, and locations.
On Booking rules, adjust buffers, notice, and limits.
On Questions, choose the form fields and any extra questions.
Select Save meeting link, or Save inactive to finish it later.

A live preview of the booking page appears next to the editor. Previewing never creates a booking.

Meeting types

Type	Who attends
One-on-one	One host, usually you
Round robin	One available member of a scheduling team
Collective	Every member of a scheduling team; a time is offered only when everyone is free

Round robin first tries the contact’s existing owner when that person is free and Prefer the contact’s existing owner when available is on. Otherwise it picks the available member with the fewest bookings relative to their weight. For collective links, choose a Meeting organizer whose calendar sends the invitation.

Durations and locations

Set a Default duration. Turn on Let guests choose a duration to offer up to six options.

Add up to five locations. When there are several, the guest picks one:

Google Meet or Microsoft Teams: the video link is created automatically once the host’s calendar is connected.
In person: an address.
Custom video link: an HTTPS URL.
Phone call: a phone number with country code.

For in-person, custom, and phone locations, you can hide the details on the booking page. They are still sent in the confirmation.

Booking rules

Setting	Default	What it does
Buffer before / after	0 / 10 minutes	Free time kept around each meeting
Minimum notice	120 minutes	How soon a guest can book
Booking window	60 days	How far ahead a guest can book
Start time interval	30 minutes	Spacing between offered start times
Daily limit	Unlimited	Maximum bookings per day
Reminder before	24 hours	When the guest gets a reminder email; 0 turns it off
Change cutoff	60 minutes	How close to the start a guest can still reschedule or cancel online

Questions

The booking form always asks for first name and email, and includes last name and phone by default. You can add contact properties to the form and reorder the fields; answers are saved to the contact. You can also add up to ten free-text questions that are saved only on the meeting activity.

Select Copy link on a row to share it. The address is built from your workspace, the host or team, and the link name, for example:

/meet/acme/sara/discovery-call

Set a custom Link address in the Sharing section if you prefer. Old addresses keep working after a rename. Mark one link as the Default meeting link for a host or team so the short address, such as /meet/acme/sara, opens it. Your first link becomes the default automatically.

What the guest sees

The guest opens the link, picks a duration and location if offered, and chooses a day and time in their own time zone. They fill in the form and select Confirm meeting.

The confirmation page and email include the date, time, and join link, plus a Manage booking link. Until the change cutoff, the guest can reschedule (with the same host) or cancel. After the cutoff, the booking can no longer be changed online.

What happens when someone books

Contact: Workstation matches the guest to a contact by email or phone. If there is no match, it creates a contact owned by the host. An existing contact only gets empty fields filled in; existing values are never overwritten. If the details match more than one contact, the booking is refused and the contacts are flagged for review in Manage duplicates.
Activity: a Meeting activity is created, owned by the host and linked to the contact and the contact’s account. The description includes the guest’s answers.
Calendar: an event is added to the host’s chosen calendar with the guest as an attendee.
Emails: the guest and the hosts get a confirmation, and later any reschedule or cancellation. The guest gets the reminder.

Manage the time, host, and cancellation from Meeting Links rather than from the activity. The activity still accepts notes and an outcome.

Calendar tab

The Calendar tab shows booked meetings next to hosts’ Google Calendar events. Filter by team or member, and switch between Day, 3 days, Week, and Month.

Select a meeting to join it, open the CRM activity, or reschedule or cancel it. If calendar sync failed, select Retry calendar sync. If the meeting was changed in both Google Calendar and Workstation, choose Use Google changes or Keep Repzo changes.

Changes made in Google Calendar to a booked meeting’s time, title, video link, or cancellation sync back to Workstation, usually within a minute.

Teams

Round robin and collective links need a scheduling team. On the Teams tab, select Create team, name it, and choose its members. Give each member a weight from 1 to 100: a member with weight 2 gets twice as many round robin meetings as a member with weight 1.

Permissions

Permission	Allows
`meeting_links.view`	Open Meeting Links
`meeting_links.create`	Create links
`meeting_links.update`	Edit your own links and availability
`meeting_links.delete`	Delete your own links
`meeting_links.manage`	Edit or delete other members’ links, and create links for them
`meeting_links.view_bookings`	See the Calendar tab
`meeting_links.manage_bookings`	Retry and resolve calendar sync
`meeting_links.manage_teams`	Manage teams and create round robin or collective links
`meeting_links.manage_availability`	Edit other members’ availability and calendars

By default, Users can create one-on-one links for themselves and see their bookings. Managers, Admins, and Owners have every permission. Which members’ links and bookings you see follows the Meeting Links data-visibility scope, which matches Activities unless set separately.