# Meeting Links

> Share a booking page so customers can book meetings with you or your team, synced to the CRM and your calendar.

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](https://workstation.repzo.com/docs/engagement/activities) 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](https://workstation.repzo.com/docs/engagement/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.

1. Open **Meeting Links → Settings**.
2. Under **Calendar connections**, select **Manage connections** to connect Google Calendar or Outlook in **Settings → Your Account → Email & Calendar**.
3. Choose the calendars to check for conflicts. Google lets you pick several calendars; Outlook uses the primary calendar.
4. Under **Add booked meetings to**, choose Google Calendar, Outlook Calendar, or Email invitation only.
5. Set your **Weekly availability**: one or more time ranges per day, in your time zone. Days with no hours are unavailable.
6. Add any **Days off**.
7. 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

1. Open the **Links** tab and select **Create meeting link**.
2. On **Details**, enter the meeting name and description, and choose the meeting type, duration, and locations.
3. On **Booking rules**, adjust buffers, notice, and limits.
4. On **Questions**, choose the form fields and any extra questions.
5. 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.

### Sharing the link

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:

```text
/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](https://workstation.repzo.com/docs/sales/contacts#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.

## Related documentation

- [Activities](https://workstation.repzo.com/docs/engagement/activities)
- [Activity Calendar](https://workstation.repzo.com/docs/engagement/calendar)
- [Contacts](https://workstation.repzo.com/docs/sales/contacts)
- [Online Booking](https://workstation.repzo.com/docs/engagement/online-booking)
- [Team](https://workstation.repzo.com/docs/administration/team)