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Public Meeting Booking

Let visitors book meetings directly from your personalized booking page. When someone requests a meeting, LeadMachine automatically creates a lead, assigns a task, sends notifications, and lets you add the meeting to your calendar with one click.

Overview

Meeting Booking gives you a public URL that anyone can visit to request a meeting with you. The booking flow is powered by Ledo, your AI assistant, who guides visitors through selecting a time slot and providing their contact information.

Your booking URL: https://app.leadmachine.fyi/book/your-username

Quick Start

Go to My Account > Meeting Booking
Toggle Enable Booking Page on
Set your Booking URL slug (e.g., jsmith)
Connect Google Calendar in Integrations (required)
Share your link: https://app.leadmachine.fyi/book/jsmith

Setting Up Your Booking Page

Step 1: Enable Booking

Click your avatar in the top right corner
Select My Account
Scroll to the Meeting Booking section
Toggle Enable Booking Page on

Step 2: Choose Your URL

Your booking URL slug becomes your unique link. Choose something memorable:

Your name: jsmith, sarahlee
Your business: acmesales, techconsult

The slug can only contain letters and numbers.

Step 3: Configure Preferences

Step 4: Connect Google Calendar

Required - Without Google Calendar connected, your booking page will show an error.

Go to Integrations > Google Calendar
Click Connect Google Calendar
Authorize LeadMachine to read your calendar
Set your working hours in Google Calendar settings

The Visitor Experience

When someone visits your booking page, Ledo guides them through a conversational flow:

1. Welcome

Ledo greets them with your custom intro message (or a friendly default).

2. Topic

Visitor types what they'd like to discuss. This helps you prepare for the meeting.

3. Time Selection

Ledo displays your available slots for the next 2 weeks in an easy-to-navigate grid:

Slots are based on your Google Calendar availability
Same-day bookings are disabled (starts from tomorrow)
Week navigation arrows let visitors browse dates

4. Contact Info

Visitor provides:

Name (required)
Email (required)
Phone (optional)
Consent to Privacy Policy, Terms, and SMS Terms

5. Confirmation

Success message confirms the request was sent.

What Happens When Someone Books

When a visitor submits a meeting request, LeadMachine automatically:

1. Creates a Lead

A new lead is added to your pipeline:

Type: Prospect
Status: New
Notes: Include the meeting topic
Contact Info: Email and phone from the form

2. Creates a Task

A task is assigned to you:

Title: "Confirm meeting with [Name] - [Date] at [Time]"
Due Date: The requested meeting time
Priority: High
Description: Meeting topic and visitor contact info
Related Lead: Linked to the new lead

3. Sends Push Notification

Instant notification on all your devices:

Title: "New Meeting Request"
Body: "[Name] wants to meet on [Date] at [Time]"
Tap to view the lead details

4. Sends Email Notification

Email to your registered address with:

Visitor details
Requested time
Meeting topic
Add to Google Calendar button
Download .ics button (for other calendar apps)

Managing Meeting Requests

From the Notification

When you receive a push notification:

Tap the notification to open the lead details
Review the visitor's information and meeting topic
Navigate to Tasks to see the meeting task

From Tasks

Find meeting requests in your task list:

Go to Tasks page or open the Tasks dropdown in the navbar
Look for tasks titled "Confirm meeting with..."
Click/tap to expand the task
Use the Add to Calendar button to create the event

Add to Calendar

The Add to Calendar button appears on any task with a due date:

Expand the task (click the task row on /pages/tasks or open task detail in navbar)
Click Add to Calendar
Google Calendar opens with pre-filled details:

- Event title (task title) - Date and time (from due date) - Description (task notes + lead link) - Attendee (visitor's email, if available)

Click Save in Google Calendar to create the event

Tip: The calendar event includes a link back to the lead in LeadMachine.

Complete the Workflow

Review the lead - Check their details and meeting topic
Add to Calendar - Use the button to create the Google Calendar event
Send invite - The calendar event will invite the visitor via email
Update lead status - Move to "Meeting Scheduled" or similar
After the meeting - Mark the task as complete

Availability Rules

Your available time slots are calculated based on:

Customizing Your Page

Your booking page displays your branding:

Company Logo - Shown at the top (from Company Settings)
Your Photo - Profile picture (from My Account)
Your Name - First and last name
Company Name - Your company's name
Ledo Intro - Custom greeting message

To update:

Logo & Company: Go to Company Settings
Photo & Name: Go to My Account
Intro: Go to My Account > Meeting Booking

Sharing Your Booking Link

Add your booking URL to:

Email signature
LinkedIn profile
Twitter/X bio
Business cards
Website contact page
Marketing materials

Example: https://app.leadmachine.fyi/book/jsmith

Troubleshooting

"Calendar Not Connected" on booking page

Your Google Calendar isn't connected. Go to Integrations > Google Calendar and connect your account.

"Booking Unavailable" message

Your booking page is disabled. Go to My Account > Meeting Booking and toggle it on.

No time slots showing

Check your Google Calendar working hours are set
Ensure you're not fully booked for the next 2 weeks
Verify your advance booking window isn't too restrictive
Make sure your calendar isn't blocking all slots

Visitor didn't get a confirmation email

The visitor only sees an on-screen confirmation. They'll receive a calendar invite when you add the meeting to your calendar.

"Add to Calendar" button not showing

The button only appears on tasks that have a due date set. Meeting booking tasks always have a due date.

Privacy & Security

All data transmitted via HTTPS encryption
Honeypot fields prevent spam bot submissions
Rate limiting prevents abuse
Visitor data stored securely in your LeadMachine account
Consent checkboxes ensure compliance

Complete Flow Summary


SETUP
   My Account > Meeting Booking > Enable
   Integrations > Google Calendar > Connect
   Share: app.leadmachine.fyi/book/yourname
VISITOR BOOKS
   Visits your booking URL
   Chats with Ledo
   Selects time slot
   Provides contact info
   Submits request
YOU GET NOTIFIED
   Push notification (instant)
   Email with calendar buttons
   In-app notification
   Task created with due date
YOU CONFIRM
   Review lead details
   Open task
   Click "Add to Calendar"
   Google Calendar event created
   Visitor gets calendar invite
MEETING HAPPENS
   Join the meeting
   Mark task complete
   Update lead status
   Continue nurturing the lead

Related: Google Calendar

Setting	Description	Default
---------	-------------	---------
Meeting Duration	Length of each meeting slot	30 min
Buffer Time	Gap between meetings for breaks	15 min
Advance Booking	How far ahead visitors can book	14 days
Custom Intro	Ledo's greeting message	Auto-generated
Rule	Description
------	-------------
Google Calendar Events	Any existing events block those times
Working Hours	Only shows slots during your configured hours
Buffer Time	Adds padding before/after existing events
Meeting Duration	Slots must fit your configured length
Advance Limit	Only shows slots within your booking window
Same-Day Block	No slots for today (starts tomorrow)
Task Management	Lead Management

Push Notifications

Frequently Asked Questions

Go to My Account > Meeting Booking, toggle Enable Booking Page, set your URL slug, and connect Google Calendar. Share your link: app.leadmachine.fyi/book/yourname

LeadMachine automatically creates a lead, assigns you a task with the meeting details, and sends push/email notifications with Add to Calendar buttons.

Yes, you can set meeting duration (15-60 min), buffer time between meetings, advance booking window, and a custom intro message from Ledo.

Yes, Google Calendar is required. It's used to check your availability and prevent double-bookings.