Schedule a Meeting

If your calendar is on Google, Office 365, Exchange, or Redtail, you can create meeting scheduling pages and share booking links directly through Levitate.

Creating a Meeting

To get started, click your name in the upper right-hand corner, then click Schedule a Meeting.

Note: If you don't see Schedule a Meeting in Settings, your email system doesn't support this feature.

Two meeting types are pre-configured by default — a 30-minute and a 60-minute. Add your own with + Add new meeting.

Each meeting type has settings grouped into the sections below.

Basic Info & Availability

Basic Info

  • Name your meeting
  • Add the meeting to your meetings homepage — a single shareable page that collects all of your meeting types.
  • Include meeting name in calendar invitation — the invite subject reads e.g. "Coffee + Meeting" instead of just the participants' names.
  • Choose a meeting location — Phone Call, In Person (address can be included), Virtual (meeting link can be included), or Allow invitee to decide. With the last option, pick which choices to offer when you set the meeting up.
  • Meeting notes — the message that appears in the calendar invitation, including a direct reschedule link. A dropdown of {{Merge Fields}} is available:
    • Invitee: First Name, Last Name, Phone Number, Company Name, Email Address, Display Name, Comments
    • Meeting: Meeting Day, Meeting Date, Meeting Time, Time Zone, Virtual Meeting Link, Reschedule Link, Meeting Homepage Link
    • Sender: First Name, Full Name, Email, Phone Number
  • Send a copy of meeting notifications to these emails — additional addresses to receive calendar invites and changes.

Availability

  • Meeting Duration — sets the length of the meeting.
  • Meeting Date Range — accept bookings up to a set number of days in the future, within a specific date range, or indefinitely.
  • Meeting Buffer — optional padding before a meeting, after it, both, or none.

Scheduling Limits

  • Allow invitees to schedule immediately — toggle whether invitees can grab the next available slot. If off, set a minimum lead time in days or hours.
  • Include others on this meeting — add up to three more Levitate users; Levitate also checks their calendar availability. Read more about multi-user meetings.
  • Max Meeting Limits — cap how many meetings of this type are allowed per day and per month.
  • Availability per day — choose which days and times of day the meeting can be booked.
  • Automatic Reminders — select an existing Meeting Reminder Automation to send to contacts who book using this link.

Advanced Settings

  • Only schedule meetings in the following time slots — force meetings to start on a fixed cadence (e.g. :00, :15, :20, etc.).
  • Additional Fields
    • Company name — pre-fill from the invitee's contact record, or prompt them for it.
    • Comments — a free-text field invitees can use to add context to the booking.
  • Custom Fields — collect any account-level Custom Fields from invitees as part of the RSVP.

When you're ready, click Copy Link under the meeting type and paste it into an email.

Tip: add the link to your email signature so you don't have to paste it into every message.

When a client clicks the link, here's what they see:

Once scheduled, the meeting appears as a regular event on your calendar — manage it from there as usual.

Duplicating a meeting

From your meetings homepage, click the three-dot menu next to the meeting you'd like to clone, and choose Clone.

Admins: accessing other users' meeting links

Account Admins can access meeting links for other users. Go to Settings > Admin > Users & Billing > Manage Users, click the three-dot menu next to a user's name, and choose Edit Meeting Links. These links also appear as a dropdown on the Schedule a Meeting page, visible to Admins only.

Admins can also book a meeting on another user's behalf from a contact profile: click the calendar button below the contact's name and pick which Levitate user the meeting should be with.

Where you'll find the calendar button:

What pops up:

Letting Clients or Prospects Choose Type of Meeting

You can also send clients your meetings homepage so they can choose the type of meeting they'd like to book.

Copy the meetings homepage link and send it to your client or prospect. Here's what they'll see:

Use the {{Reschedule Link}} merge field to let invitees reschedule in one click.

To learn more about Merge Fields and how they work, check out this article.

What does it do?

Rescheduling cancels the original meeting and its calendar invitation, sends a new invitation, and restarts any reminder automations based on the new meeting time.

How can I get it set up?

If you're creating a new meeting booking, the {{Reschedule Link}} will automatically be added in to the text body for the calendar invitation itself. It can be removed as desired!

For existing meeting bookings, users are able to go into the 'Edit Meeting' page and add the {{Reschedule Link}} to the text body of the calendar itself.

The {{Reschedule Link}} can also be added to Meeting Reminder Automation steps!

Since the text for calendar invites is more basic than an email, you will have to type in {{Reschedule Link}} for the merge field to populate.

For the time being, the merge field will work in Meeting Reminder Automation steps, but the 'magic' formatting that most merge fields display will not show.

Is it the same link for every meeting?

No. Each invitee gets a unique link tied to their specific booking, so Levitate can cancel the right meeting, remove the right calendar invitation, halt the right automations, and create the replacement cleanly.

If your meeting type uses a virtual meeting link, a reusable permanent meeting link can save time. Use the platform's instructions to set one up:

How to set up a permanent Zoom meeting link

How to set up a permanent Microsoft Teams meeting link

How to set up a permanent Google Meet link

Embedding your meeting scheduler to your website

To embed your meeting scheduler on your website, use an iframe pointing at the meeting link. Replace {meetingLink} with your Levitate meeting URL (which looks like https://m.levitate.ai/yourmeetinglink) and set whatever width and height you want:

<iframe src="{meetingLink}" frameBorder="0" width="..." height="..."></iframe>

Meeting Confirmation Emails & Notifications

What happens when someone books a meeting?

When an invitee successfully books a meeting through your Schedule a Meeting link, the following notifications are automatically sent:

  1. Calendar Invitation: Both you and the invitee receive a calendar invitation, and the event is added to your connected calendar (Google, Office 365, Exchange, or Redtail)
  2. Confirmation Message: The invitee sees an on-screen confirmation immediately after booking
  3. Meeting Notes in Calendar: The calendar invitation includes any meeting notes you've configured in the meeting settings

Note: For Redtail Calendar users, an actual calendar invitation is not sent out. Instead, the meeting is added directly to your Redtail calendar, and invitees will see a confirmation page but will not receive a separate calendar invitation email.

Example customized meeting note

Paste something like this into the Meeting notes field to control what invitees see in the calendar invitation:

Hi {{First Name}},

Thanks for scheduling time to connect! I'm looking forward to our {{Meeting Day}} meeting at {{Meeting Time}} ({{Time Zone}}).

{{Virtual Meeting Link}}

If you need to reschedule, use this link: {{Reschedule Link}}

Best regards,
{{Sender First Name}}

Troubleshooting Schedule a Meeting

No availability showing for meeting bookings

Problem: When invitees click your meeting booking link, no available time slots appear, or very limited availability shows despite having open time on your calendar.

Common causes

Calendar events are blocking availability. Levitate checks your connected calendar for conflicts and blocks time slots where you have existing events. Different calendar systems treat event types differently.

Google Calendar & Office 365 blocking behavior:

  • Appointments and meetings with "Busy" status block availability
  • All-day events block the entire day
  • Tasks and reminders do NOT block availability
  • Events marked as "Free" do NOT block availability

How to troubleshoot

  1. Review your calendar for the time period with no availability
    • Look for events during the times you expect to be available
    • Check for all-day events that may be blocking entire days
    • Verify the "busy/free" status of events
  2. Adjust event settings to allow availability
    • For events that shouldn't block meetings, change the status to "Free" in Google Calendar/Outlook
    • Consider moving non-meeting tasks or reminders to a separate task list rather than calendar events
    • Remove or shorten all-day events if they're blocking days when you want availability
  3. Verify your Schedule a Meeting availability settings
    • Go to Settings > Schedule a Meeting
    • Click Edit on your meeting type
    • Review "Availability per day" settings to ensure days and times are properly configured
    • Check "Meeting Date Range" to confirm invitees can schedule far enough in advance
  4. Test your booking link
    • After making adjustments, open your booking link in an incognito/private browser window
    • Verify that available time slots now appear

Best practices

  • Use calendar event status deliberately: "Busy" for actual conflicts, "Free" for events that shouldn't block meeting bookings
  • Avoid creating all-day events unless you truly need the entire day blocked
  • For Redtail users: be aware that all non-recurring events block availability, so calendar hygiene is especially important
  • Set up your Schedule a Meeting "Availability per day" settings to match your actual working hours
  • Use "Meeting Buffer" settings to add breathing room between meetings automatically

Reschedule link not working or expired

If a reschedule link isn't working, check three things: the meeting may already be cancelled or modified, the merge field may be mistyped, or the client may be using an outdated link. Verify the field is written as {{Reschedule Link}}, confirm the meeting still exists on the calendar, and resend the calendar invitation if needed.

If the link has expired, send the client a new scheduling link, or update the meeting and resend the calendar invitation containing the reschedule link.

FAQs

Q: Can I customize the email that is sent to someone when they book a meeting with me?

A: Yes! The calendar invitation that is sent to invitees includes the "Meeting notes" you configure in your meeting settings. You can customize this message and use merge fields to personalize it with the invitee's name, meeting details, virtual meeting link, and more.

Q: What email notifications are sent when someone books a meeting?

A: When someone books a meeting, both you and the invitee receive a calendar invitation with your customized meeting notes. For most calendar types (Google, Office 365, Exchange), this is sent as a standard calendar invitation email. For Redtail Calendar users, the meeting is added to your calendar without sending a separate invitation email.

Q: Can I send reminder emails before scheduled meetings?

A: Yes! You can select an existing Meeting Reminder Automation in the "Automatic Reminders" section of your meeting settings to automatically send reminder emails to invitees before the meeting.

Q: Why can't invitees see any available time on my meeting booking link?

A: Your calendar likely has events blocking availability. Check for appointments, all-day events, or events with "Busy" status during the times you expect to be available. See the troubleshooting section above for platform-specific details.

Q: Do tasks and reminders in my calendar block meeting availability?

A: For Google Calendar and Office 365, tasks and reminders do NOT block availability. For Redtail Calendar, all events except recurring events block availability. Depending on how tasks are created in Redtail, they may also block availability.

Q: I have an all-day event for tracking purposes, but I still want meetings to be bookable that day. What should I do?

A: For Google Calendar and Office 365, edit the all-day event and change its status to "Free" instead of "Busy". This will allow meeting bookings while keeping the event visible on your calendar. For Redtail users, consider using a recurring event instead, as recurring events don't block availability.

Q: How does Levitate determine my availability for meetings?

A: Levitate's Schedule a Meeting feature checks the calendar connected to your "sending as" email address to determine your availability.

Q: Does Levitate use my login email to check my calendar?

A: No. Your login email is not used to determine availability. Only the calendar connected to your sending email address is checked. If your availability looks wrong, make sure that:

  • Your sending email address is set correctly in Levitate
  • The calendar connected to that email is up to date

Q: I think my availability is wrong—what should I do?

A: Double-check your "sending as" email settings in Levitate. If everything looks correct and you're still having issues, reach out to Levitate Support.

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