Schedule a Meeting
Creating 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
- 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.
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