Set up meeting booking
Let your agent offer real times on the right rep's calendar, with a shared booking link as the backup.
Meeting booking turns a buyer's intent into a meeting on the right rep's calendar while they're still on your site, with no forms to chase and no back-and-forth over times. When a visitor is ready to talk, your agent opens a booking card in the chat. The visitor can pick a time on the routed rep's calendar, or ask for the team to reach out instead. The meeting lands on the rep's calendar and on Inbound → Meetings.
This article covers setting up booking for your agent and your reps, then checking it works end to end.
| Setting | What it does |
|---|---|
| Settings → Meetings | Holds the shared booking link the agent falls back to. |
| Meeting booking on the agent's Persona tab | Turns booking on for that agent. |
| Inbound → Routing → Team | Where each rep connects a calendar and sets their hours. |
| Inbound → Routing → Rules | Decides which rep gets each meeting. |
What do you need before you start?
- Each rep has a ShowPilot account. Invite teammates from Settings → Users.
- Each rep can sign in to their work calendar. Reps connect their own calendars. An admin can't do it for them.
How do you set up meeting booking?
Add a shared booking link
Go to Settings → Meetings and select New meeting. Give it a Title, pick the Provider (Calendly, HubSpot, Chili Piper or Custom URL), paste the Booking URL and leave Active ticked. Select Create meeting.
This link is the backup the agent uses when no rep's calendar can take the meeting.
Turn on booking for the agent
Open the agent, go to its Persona tab and find Meeting booking. Switch Booking to Enabled and pick your link under Meeting config. Publish the agent so the change reaches your site.
The agent only books meetings when this is on.
Have each rep connect their calendar
Each rep goes to Inbound → Routing, finds their own name on the Team tab and selects Connect calendar. Once connected, the agent shows that rep's open times right in the chat, and the invite comes from their calendar. The same connection is the mailbox ShowPilot uses when it emails prospects for that rep. See Connect your email and calendar.
A rep who hasn't connected a calendar can add a personal Booking link instead, in the settings below. HubSpot meeting links show times right in the chat. Other schedulers open in a window.
Set each rep's hours and rules
Under the rep's name, a line sums up their booking settings. Until they're changed, reps are bookable weekdays 9 AM to 5 PM Pacific. Select Edit on that line to change them:
- Hours visitors can book: pick the time zone, turn days on or off and set the hours. Apply to all weekdays copies Monday's hours across the work week.
- Minimum notice: how soon a visitor can book, from None to 2 days.
- Buffer: time kept free around each meeting.
- Conferencing: Automatic adds a Google Meet or Teams link from the connected calendar. My meeting room uses your own Zoom, Webex or Teams room link instead.
Select Save my settings. Make sure Bookable is on for every rep who should take meetings.
Decide who gets each meeting (optional)
By default, meetings go round robin across the team. To send some visitors to a specific rep, such as the owner of an open deal, add rules. See Routing rules.
Test it
Your booking setup is ready when a test visitor can book end to end:
- On your site, ask the agent for a meeting as a test visitor, using an email address you can check.
- The booking card appears in the chat with times. Pick one.
- The meeting appears on Inbound → Meetings as Upcoming, and on the rep's calendar.
- Check the Operations checklist on Inbound → Meetings for anything still missing, such as team alerts.
Troubleshooting
| Issue | What to check |
|---|---|
| The agent never offers a meeting | Check that Booking is Enabled on the agent's Persona tab and that the agent is published. |
| The booking card opens a scheduler window with no times | No rep's calendar was available, so the agent used the shared link. Check that reps show Calendar connected and have Bookable on. |
| A rep never gets meetings | Check their hours, and that Bookable is on. |
Frequently asked questions
Can an admin connect a calendar for a rep?
No. Each rep connects their own calendar from their own name on the Team tab.
What hours can visitors book by default?
Weekdays 9 AM to 5 PM Pacific, until a rep changes their settings.
What happens if no rep's calendar can take the meeting?
The agent uses the shared booking link you added in Settings → Meetings.
Who sends the meeting invite?
With a connected calendar, the invite comes from the rep's own calendar. The same connection is the mailbox ShowPilot uses when it emails prospects for that rep.
Who gets each meeting?
By default, meetings go round robin across the team. Add routing rules to send some visitors to a specific rep.