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.
The meeting modal
Schedule a meeting from the Meetings page or from a lead's drawer. One modal does everything, with a This already happened toggle:
- Scheduling a future meeting sets the time, invites the lead, and syncs to your calendar.
- 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. Times use your local timezone.
Real calendar invites to the lead
When you have connected a personal calendar, scheduling a meeting creates a calendar event that emails a real invite to the lead. Your connected calendar also feeds the find-a-time picker, which reads your free/busy so you do not double-book. Connect it at Integrations → My Calendar.
If you have no personal calendar connected, the meeting still records in Conference Hero; it just will not send a calendar invite.
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.
- 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.