Modules · ② Convert
Meeton Calendar
Native meeting booking that fires the instant a visitor converts. An AI concierge offers open slots inside the conversation, screens the visitor in plain language, assigns the right rep, logs the meeting in your CRM and pings your team on Slack, email or Google Chat. No link to paste, no second tool to pay for.
What the visitor sees
What it does
- Detect the conversion
A form submission, a document download, a finished chat: the booking path appears within seconds of peak interest, on the thank-you page, in chat, or wherever you call it.
- Offer a slot on the spot
The visitor sees open slots that match the calendar's availability and routing, picks one, and answers any screening you set.
- Land in CRM and notifications
Bookings sync to Salesforce or HubSpot on the next sync run and alert your team on Slack, email or Google Chat at once. The invite goes to both calendars.
Round-robin assignment and lead qualification (screening) are standard inside-sales terms, and speed to lead, the time from a lead's first signal to the first human or AI response, is the metric this module exists to shorten.
The settings, step by step
Type & display
Individual, round-robin, group or external; name, ID, duration, chat sidebar, QR code.
Who & when
Hosts and invitee modes, connected calendars, availability, notice, buffers.
Event
Title and description templates, video provider, thank-you page, reminders.
Screening & routing
AI screening in plain language, qualification rules, routing modes, redirects.
Bookable calendars
Under Settings → Meeton AI → Calendars you create one or more bookable calendars. Each has a unique ID, its own URL and a QR code, so it can be used from chat, an ad, an email, a printed flyer or an inline embed. The editor walks through six steps:
| Step | What you set |
|---|---|
| Type | Individual (one host), round-robin (one of several hosts, rotated), or group (several hosts in one meeting). |
| Display | The name, description and duration the visitor sees. Book a product demo with our sales team. Visitors can be shown "30 min meeting" while picking a time. |
| Who | Which members host, and how invitees combine: all of them are invited and a time is offered only when everyone is free; any one of them is invited when at least one is free; or split, one person from each list, needing someone free in every list. |
| When | Working hours per host, buffers, minimum notice, booking window, holidays by region, and the connected calendar that defines busy time. |
| Event | Title and description templates with variables, the video link (Google Meet, with an option to restrict the Meet to invitees), the thank-you page, and reminders. |
| Screening | Describe who you want to meet in plain language, no rules to build. Meeton has a short conversation with every visitor before showing them the calendar, and only the people who fit get to book. Test it by answering as a visitor would. |
Connected calendars
| Provider | What Meeton does |
|---|---|
| Google Calendar | Reads invitees' free times and creates the event in Google Calendar. |
| Microsoft 365 / Outlook | Reads invitees' free times and creates the event in Outlook. |
| Garoon | Reads invitees' free times and creates the event in Garoon. |
| TimeRex · immedio | Your existing booking page is embedded in the chat popup; bookings still record as leads. Nothing is checked or invited by Meeton. |
| No connection | Meeton offers your bookable hours and records the booking. |
Availability is read live at the moment the visitor looks; nothing is cached beyond the request.
Routing and qualification rules
With several calendars, calendar routing sends each visitor to the right one from their form answers or what the chat learned. Rules are evaluated in order and the first one that matches wins; all conditions within a rule must match. Two modes:
- First match: visitors are sent to the highest-priority calendar they qualify for.
- Show all matches: visitors who qualify for several calendars see all of them and choose by name.
When no rule matches, a fallback calendar is used, or the picker is shown. Qualification rules can also reject a visitor with a message instead of booking, so you do not book meetings with the wrong people. Disabling the policy keeps the rules saved and lets anyone book any active calendar. A tester lets you enter a sample visitor and see which calendar they would get.
Ways to open a calendar
| From | How |
|---|---|
| Chat | The agent offers slots itself when intent rises; enable the booking tool on the Chat page. |
| A link or QR code | The calendar's own URL. On your site, add ?calendarId=<id> to any URL where Meeton is installed to open that calendar's booking popup on arrival. The QR code encodes the same link. |
| Your own button | Meeton.openCalendar({ calendarId, source: "thankYouPage" }). See the JavaScript API. |
| Inline on a page | The calendar iframe, full-page, for a dedicated booking page. A chat sidebar can sit beside the form so visitors ask questions while they book. |
| An ad or an email | A creative's Books a meeting action, or the calendar linked in Meeton Email. |
Renaming a calendar's ID adds a redirect from the old ID automatically, so printed QR codes and old emails keep working. Redirects also re-route a calendar for a while, when someone is away, by sending their ID to a colleague's calendar. Hit counts show when a redirect is safe to delete.
After the booking
- Invites go to the host's connected calendar and to the visitor, with the video link and your event template.
- CRM: the meeting is logged on the contact as a HubSpot meeting engagement or a Salesforce Event and Task, when CRM sync is on with Meeting sync enabled.
- Notifications: meeting booked and meeting cancelled events, both available to notification rules.
- Email pauses: a contact who has booked is excluded from Meeton Email automatically.
- Inactive calendars are not reachable via their URL and are excluded from routing and qualification.
Where it shows up in the dashboard
- Insights by Module → Calendar for bookings, show rate and conversion from chat, forms and ads.
- Contacts → Meetings for each person's upcoming and past meetings.
Troubleshooting
| Symptom | Likely cause | What to do |
|---|---|---|
| No slots are offered | Every host is busy in the window, the minimum notice or buffers leave nothing, or the connected calendar is disconnected | Who & when: widen the availability, shorten the notice. Integrations: reconnect the host's calendar; a disconnected provider is flagged on the Event step. |
| Slots are offered when the host is busy | The host's calendar is not connected, so Meeton only knows your bookable hours | Have each host connect Google, Microsoft 365 or Garoon. |
| The visitor saw a time in the wrong timezone | Times are shown in the visitor's browser timezone | Expected; the invite carries the absolute time. |
| Visitors are sent to the wrong calendar | Routing rules are evaluated in order and the first match wins | Use the routing tester with a sample visitor and reorder the rules. |
| A visitor was rejected who should have booked | A qualification rule's conditions, or the AI screening description, exclude them | Test screening by answering as that visitor; loosen the rule or disable the policy. |
| A link or QR code stopped working | The calendar's ID changed, or the calendar is inactive | Renaming adds a redirect automatically; check Redirects and reactivate the calendar. |
| No video link on the invite | The video provider is None, or the provider's integration is disconnected | Event → Video provider; reconnect under Integrations. |
| Meetings do not appear in the CRM | Meeting sync is off, or CRM sync is not set up | CRM sync → Activity sync → Meeting sync. |
| Nobody was notified of a booking | No ruleset has Meeting booked on with a destination | Notifications. |
Frequently asked questions
Do we need Calendly or another booking tool?
No. Meeton Calendar reads your connected calendars and creates the events itself. If your team is standardised on TimeRex or immedio, those can be embedded as an external calendar instead.
Can a visitor reschedule or cancel?
Yes, by asking the chat agent, which opens their own meetings with the [MEETINGS_FORM] token to add, reschedule or cancel. Both changes fire the matching notification events.
How does round-robin pick the host?
Among the hosts who are free at the chosen time, rotating so bookings are shared evenly. With All every host is invited; with Split one from each list.
Can we book on behalf of a visitor?
Send them the calendar's URL or QR code, or add ?calendarId=… to any page where the tag is installed. The booking lands on their record like any other.
Which holidays are skipped?
Those of the region set on the availability calendar, per host, so a Japanese team and a US team can share one bookable calendar with the right days off.