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 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.
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.
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.
- 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.