Schedule a Meeting

For clients that are Google, Office365, Exchange, and Redtail Calendar users — because Levitate can communicate with your calendar— you can create meeting scheduling pages with links to share for booking directly through Levitate.

Creating a Meeting

To get started, click your name in the upper right-hand corner. Now click Schedule a Meeting. (*Please note that if you do not see this in Settings, your email system does not support this feature). 

By default, we have pre-configured a 30-minute meeting and a 60-minute meeting for you. You can also create your own meeting by choosing + Add new meeting.

There are lots of customizable facets of each meeting

Basic Info

• Name your meeting
• Add the meeting to your meetings homepage— a landing page for all of your meeting types, whose link can be shared
• Include meeting name in calendar invitation— in this case, that means that the calendar invitation generated for these meetings will be 'Coffee + Meeting' and not just 'Meeting Haver and Meeting Invitee'
• Choose a meeting location
  • Phone Call
  • In Person— address can be included
  • Virtual— virtual meeting link can be included
  • Allow invitee to decide— when setting up, choose which options would work for scheduling
• Meeting notes— the message, including a direct reschedule link for that meeting, that will show in the calendar invitation generated for these meetings
  • There is also a dropdown of {{Merge Fields}} that can be used in the body of the meeting notes. Available fields: First Name, Last Name, Phone Number, Company Name, Email Address, Comments, Display Name, 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— manually add email addresses to receive meeting notifications, i.e. calendar invites and changes

Availability

• Meeting Duration— dropdown to choose from to determine how long the meeting will be booked for
• Meeting Date Range
  • Invitees can schedule up to...X Amount of Days in the Future, Within a Specific Date Range, or Indefinitely into the future
• Meeting Buffer
  • Sets up a buffer time before or after the meeting scheduled, both, one or none can be selected

Scheduling Limits

• Allow invitees to schedule immediately...— this is a Yes or No choice
  • If the choice is No, then there is an option for how far Invitees must schedule in advance— it can be marked in days or hours
• Include others on this meeting— up to three more Levitate users can be chosen to be added to the meeting, their calendar availability will also be referenced for the meeting
  • Read more about including other Levitate users on a meeting
• Max Meeting Limits— sets up the max amount of meetings of that type are allowed
  • Allows the choice of how many are allowed per day, and how many are allowed per month
• Availability per day— choose which day, and which times of day the meeting can be booked

Automatic Reminders

• Select an existing Meeting Reminder Automation to send out to contacts that have scheduled using this meeting booking link

Advanced Settings

• Only schedule meetings in the following time slots— lets you choose if meetings can only start on a certain time mark like :00, :15, or :30
• Additional Fields
  • Company name for invitee— asks for or pulls in the company name for the invitee
  • Comments— a spot where instructions can be added to the meeting
• Custom Fields
  • Shows account Custom Fields that have been added, and allows those fields to be collected from invitees as part of the RSVP

Basic Info & Availability

Scheduling Limits

Advanced Settings for Schedule a Meeting

Sending Meeting Links

When you are ready, you can just hit the Copy Link button under the meeting type and insert that into an email!

Here's a pro-tip: you can edit your signature to always include this link at the bottom, so you don't have to remember to add this to each email!

Lastly, when your client clicks on that link they will be able to schedule a meeting with you! From their perspective, this is what they will see.

Once a meeting is scheduled, it will appear as a regular meeting on your calendar (whether it's Google or Outlook). You can continue to manage the meeting from there like you normally would!

Is there a way to duplicate a meeting that I've already created?

Yes! When viewing all meetings on your meeting landing page, simply click into the three dots for the meeting you'd like to clone, and choose Clone.

I'm an Admin on my account— how can I access meeting booking links for other users?

If you're an account Admin, you can access meeting booking links, as well as the meeting booking landing page URL, for other users by either accessing Settings>Admin>Users & Billing>Manage Users— and once on the list of Users, click the three dots beside each user's name and choose Edit Meeting Links. These links can also be found directly on the Schedule a Meeting page as a dropdown visible to Admins only.

Also, if you are an account Admin, you can go to a contact profile, click the calendar button below their name, and choose which Levitate user to book the meeting 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 "landing page" so they can choose the type of meeting they'd like to book.

Simply copy the link to the meetings homepage and send to your client/prospect. This is what they will see:

Reschedule link for meeting booking

To streamline the process of allowing meeting invitees to reschedule, we've added a new {{Merge Field}} that will allow for a meeting invitee to reschedule in one quick step!

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

What does it do?

As a result of rescheduling, the initial meeting and any associated meeting reminder automation steps and calendar invitations will be removed— and a new calendar invitation will be sent out, any associated meeting reminder automation steps will start over with cadence in accordance to the rescheduled date.

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! This link is not a link that can be widely shared amongst multiple contacts or hyperlinked in sends. The link is specific to each meeting that is set— so it will be a little different for each invitee, so we can connect it back to the original meeting booking and invitee, in order for us to effectively cancel the old meeting, remove the calendar invite, and stop any irrelevant automation steps from sending post-cancellation— and so we can add a new meeting, calendar invite, et. al.

Using Redtail Calendar for Meeting Booking

Unlike other calendars that Levitate can connect with for meeting booking, Redtail will not send out an actual calendar invitation for the meeting itself. On the meeting confirmation page, meetings booked when connected to the Redtail calendar will no longer show the message about an invite being sent out.

If you're sending out a Schedule a Meeting link with a virtual meeting link, it can be helpful to have a permanent meeting link that can be reused over and over.

Below, we've linked instructions on creating these reusable links for meeting booking purposes.

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

Embedding your meeting scheduler using iFrame

The basic code is <iframe src="{meetingLink}" frameBorder="0"width/height>, and whichever width and height you'd like. The 'meetingLink' will be whichever Levitate meeting link you'd like to share, but looks like this: https://m.levitate.ai/yourmeetinglink

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 that 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.

Customizing confirmation messages

The confirmation message and calendar invitation can be customized using the Meeting notes field when creating or editing your meeting type:

1. Navigate to your name in the upper right-hand corner

2. Click Schedule a Meeting

3. Select the meeting type you want to edit or create a new one

4. In the Basic Info section, locate the Meeting notes field

5. Add your customized message - this will appear in the calendar invitation sent to invitees

Available Merge Fields

You can personalize your meeting notes using merge fields such as:

• {{First Name}}, {{Last Name}}
• {{Meeting Day}}, {{Meeting Date}}, {{Meeting Time}}
• {{Time Zone}}
• {{Virtual Meeting Link}}
• {{Reschedule Link}}
• {{Meeting Homepage Link}}
• And more (here is a link to the help article)

Additional email notifications

Meeting Reminder Automations:

You can set up automated reminder emails to send before the meeting by selecting an existing Meeting Reminder Automation in the **Automatic Reminders** section of your meeting settings.

Copy of notifications:

When editing an individual meeting link, in the Basic Info section, you can add email addresses to "Send a copy of meeting notifications to these emails" to ensure additional team members receive calendar invites and meeting change notifications.

Example customized meeting note

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}}

FAQ

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.

Reschedule Link for Meeting Booking

The {{Reschedule Link}} merge field allows meeting invitees to quickly reschedule an appointment without contacting the advisor directly. When a client clicks the reschedule link, they are taken to the scheduling page where they can select a new available meeting time.

What Happens When a Meeting Is Rescheduled

When a meeting is rescheduled using the reschedule link:

• The original meeting is cancelled
• The original calendar invitation is removed
• A new calendar invitation is generated
• Any meeting reminder automations restart based on the new meeting time

Adding the Reschedule Link

New Meeting Bookings

For new meeting bookings, the {{Reschedule Link}} is automatically included in the calendar invitation message. You can remove it if desired.

Existing Meeting Bookings

To add the reschedule link to an existing meeting:

• Navigate to Edit Meeting
• Locate the calendar invitation message
• Add the merge field: {{Reschedule Link}}

Since calendar invitations use simpler formatting than email templates, the merge field must be typed manually.

Adding the Link to Meeting Reminders

The {{Reschedule Link}} can also be added to meeting reminder automation steps.

Note: The merge field will work in reminder messages even though the typical formatted merge field display may not appear.

Troubleshooting Reschedule Links

Issue: Reschedule link not working

Possible causes

• The meeting has already been cancelled or modified
• The merge field was not added correctly
• The client is using an outdated meeting link

Solution

• Verify the merge field is written correctly: {{Reschedule Link}}
• Confirm the meeting still exists in the calendar.
• If needed, resend the calendar invitation with the reschedule link.

Issue: Reschedule link expired

If the reschedule link is no longer valid:

• Send the client a new scheduling link, or
• Update the meeting and resend the calendar invitation containing the reschedule link.

Multi-Advisor Availability

Setting Up Team Scheduling

To configure scheduling for multiple advisors:

• Ensure each advisor has their calendar connected to Levitate.
• Configure availability settings for each advisor.
• Confirm each advisor’s working hours and scheduling preferences.
• Test the scheduling link to verify available times appear correctly.

Managing Multiple Calendars

When multiple advisors are included in scheduling:

• Available meeting times reflect configured calendar availability.
• Time slots where advisors are unavailable will not appear for booking.
• Clients will only see meeting times that fall within the configured availability windows.

Troubleshooting Schedule a Meeting

Issue: 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:

1. 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

2. Calendar-specific blocking behavior:

Google Calendar & Office 365:

• 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

Redtail Calendar:

• All calendar events block availability EXCEPT recurring events
• This includes appointments, tasks, and notes
• Recurring events 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

FAQ

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. Different calendar systems handle this differently - see the troubleshooting section 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. However, for Redtail Calendar, all events except recurring events will block availability, which may include tasks depending on how they're created.

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.