Meetings and Personal Booking Links

Booth conversations turn into pipeline when they turn into meetings. Conference Hero handles both sides: scheduling and logging meetings with leads, and giving each rep a personal booking link prospects can use to book themselves. This is different from the Booth Planner, which schedules your crew's shifts.

Availability: scheduling with calendar invites and personal booking links depend on the personal calendar feature, which the Conference Hero team switches on per workspace. When it is off, the meeting modal only logs meetings that already happened, and the booking link button does not appear. Campaign Hero workspaces always have it.

The meeting modal

Schedule a meeting from the Meetings page, from a lead's drawer, or from a company's Activity tab (pick the person first; you can add more people in the window). One modal does everything, with a This already happened toggle:

• Scheduling a future meeting sets the time and syncs it to the owner's calendar. The lead only gets an invite if you tick the invite box (see below).
• Logging a past meeting (flip the toggle) marks it completed, lets you record the outcome, allows a past date, and skips the calendar invite.

Use the same modal whether you are booking ahead or writing up a conversation you just had. The date and times are in the Time zone shown above the time lists, which starts as your own. Switch it, for example to the conference's time zone, and the times you pick are read in that zone. When it differs from yours, the modal shows what the meeting works out to in your own time zone, so you can check before saving.

A meeting does not need a conference. Pick one when the meeting belongs to an event, or leave it on "No conference" for meetings that come from a campaign reply or a booking link. Campaign Hero workspaces never see the conference field.

Opening a meeting

Click a meeting anywhere and it opens in a panel on the right, on the page you're already on: the Meetings page, a lead's Meetings tab, the Meetings chip on a company's Activity tab, search results, or a Booth Planner activity with leads. The panel shows when and where, the owner, the team on a Booth Planner activity, each lead with their reply to the invite and attendance, and your notes and outcome.

• Mark completed, No-show and Cancel change the status in one click. Cancelling takes the meeting off the calendars it was on. If the leads got an invite, they get a cancellation email, and you're asked first.
• Edit opens the meeting window over the panel. Booth Planner activities show Edit in Booth Planner instead, which opens the planner's activity window.
• Click a lead to see their details in the same panel. The back arrow at the top takes you back to the meeting.
• The meeting stays in your browser's address bar, so you can refresh or share the link with a teammate. Your browser's Back button closes the panel.

Real calendar invites to the lead

Invites come from the meeting owner's personal calendar, never from a shared calendar and never from your inbox. Connect yours at Integrations → My Calendar. The modal always tells you which calendar the meeting goes on, for example "Goes on your Google Calendar (you@company.com)" or "Goes on your Outlook Calendar", and which address the invite is sent from. If your admin connected a workspace calendar, the modal also says the meeting gets a copy there. That copy has no guests, so nobody is emailed from it.

A lead gets an invite only when all of these are true:

• You are the meeting owner. Only the owner can send invites from their calendar, so you can't email a lead on a teammate's behalf.
• The owner's personal calendar is connected, and lead invites aren't switched off in their My Calendar settings.
• You tick Email a calendar invite to invited leads. It's off by default, and you confirm the recipients before anything is sent.
• The lead has an email address.

The time picker marks the times when the owner is already busy: anything on their connected calendar, plus their other Conference Hero meetings and Booth Planner activities. If the time you pick overlaps one of those, you see a warning with the busy times. It's only a warning; you can still save.

To skip the guessing, click Suggest free times under the picker. It lists the owner's free slots, each at least as long as the meeting you set (30 minutes until you pick an end time). For a meeting tied to a conference, choose Conference days (7 AM to 8 PM in the conference's time zone) or Next 5 working days (the owner's business hours from their profile). Click a slot to fill in the day and time. Free means free on their connected calendar and in Conference Hero; without a connected calendar only their Conference Hero meetings and activities count, and the panel says so.

The invite shows the meeting's title, time, place, description, and conference. Your Notes are internal and never go into the invite.

Editing a meeting never surprises a lead. Each lead who already has the invite is tagged with their reply (Invited, Accepted, Declined, or Maybe), and if you add a new lead and tick the box, the window names exactly who gets a new invite: only the new leads. Leads who already have the invite stay on it and get an update only when the time, place, or title changes. A lead you remove from the meeting gets a cancellation. New leads are only invited if you tick the box again.

Changing the owner. The Owner list marks teammates who haven't connected a calendar with "no calendar", so you can see who can hold the meeting and send invites before you pick. If leads already have the invite when you change the owner, the window names them and asks what to do:

• Keep the invite where it is (the default). Leads keep their invite, and edits keep updating it from the original sender's calendar. The new person becomes the owner in Conference Hero.
• Move the meeting to the new owner's calendar. Only possible when the new owner has a calendar connected. The leads get a cancellation from the old calendar, and you confirm that first. If you're the new owner, you can tick the invite box to send them a new invite from yours.

If nobody has the invite yet, the meeting simply moves to the new owner's calendar.

If the owner has no personal calendar connected, the meeting still records in Conference Hero; it just won't send an invite.

Who's coming: invite replies and attendance

Each lead on a meeting has an attendance status: Invited, Accepted, Declined, Attended, or No-show. When the lead got a calendar invite, their reply fills this in for you:

• A lead who accepts the invite shows as Accepted, and one who declines shows as Declined. Conference Hero checks for replies every 15 minutes and again whenever you open the meeting.
• The reply itself shows under the lead's name (for example "Accepted the invite", "Replied maybe", or "No reply yet"), on the meeting, in the lead's Meetings tab, and in Booth Planner activities.
• If a lead changes their reply, the status follows. If they take back an accept (for example, switching to maybe), the status goes back to Invited.
• Attended and No-show are always up to you. Mark them after the meeting in the Attendance section when you edit it. A reply never changes a lead you've already marked Attended or No-show, and your conference goals count Attended.
• You can still set any status by hand, for example when a lead tells you by email that they can't make it. The next reply they send to the invite updates it again.

Replies only come in for invites sent from a personal calendar. Leads who were added without an invite, and meetings on the shared workspace calendar, stay as you set them. Leads can reply from any email app, including Outlook: their reply reaches the calendar that sent the invite and shows up here.

Your personal booking link

Give prospects a link and let them book against your real availability, no email tag needed. Each user gets a booking page at /book/your-slug.

Set it up from the Meetings page header under My Booking Link:

• Slug - your unique booking URL.
• Availability rules - slot length, minimum lead time, buffer between meetings, and how many days ahead people can book.
• Working days and hours - the window bookings can land in.
• Guardrails - cap how many booking-page meetings you accept per day, and set different hours per weekday when one flat window does not fit (for example, shorter Fridays).
• Timezone and optional location.

A booking link requires a connected personal calendar, since availability comes from your real free/busy and the invite is sent from your calendar.

How a booking works

When a prospect books:

• Conference Hero matches or creates a lead by their email, owned by you.
• It creates a meeting and syncs it to your calendar, which invites the prospect.
• It notifies you and advances the lead's funnel stage.

Slots are checked at booking time, so two people cannot grab the same slot.

Booking links in campaigns

Drop the {{booking_link}} variable into a campaign or template, and each sender's own booking link is filled in automatically when the email sends. So a follow-up from you carries your link, and a follow-up from a teammate carries theirs. See AI follow-up campaigns.

Related

• Slack and calendars - connect the personal calendar that powers invites and booking.
• Connecting your email - send the outreach that carries your booking link.
• Reply inbox - catch the replies your outreach earns.