Book a Meeting — Appointment Scheduling on Your Site

Book a meeting puts a working calendar on your site. A visitor picks a time, gives their
details and gets a confirmation — without leaving the page and without a third-party scheduler in the middle.

Watch the 1:38 walkthrough: adding hosts, setting when they can be booked, and putting the booker on your site.

It is an action like any other, which is the useful part: the same targeting, the same A/B testing,
the same reporting. You can offer a demo booking only to visitors from companies over 200 people, or only on the pricing
page, or only after somebody has read three case studies.

It is not part of the AI chat. The assistant cannot book a meeting mid-conversation — this is a
separate action with its own screens. Put both on a page if you want both.

The screens

Screen	What it holds
Overview	The master switch, what is booked, and what is still missing before anything can be.
Set up	The guided run through the four things a booking needs.
Meeting types	What can be booked — a 30-minute demo, a 15-minute intro call.
Availability	Weekly hours, per person, in their own timezone.
Hosts	Everyone a visitor can book.
Bookings	Every meeting booked, and the visitor behind it.
Appearance	The booker’s look, wording, timezone, the emails, and the goal.
Connections	The calendar and meeting-link accounts your hosts have linked.
Booking page	The page a visitor lands on to manage a booking they already have.

A configured meeting type in Personyze — A meeting type once it exists: how long, how often a slot is offered, the gap either side, the least notice, how far ahead it opens, a daily ceiling, and where the meeting happens. Click to enlarge.

Setting it up, in order

The Overview screen refuses to pretend: while something is missing it says “Not ready yet” and
names it — add a host who can be booked, add a meeting type visitors can choose.

1. Add the people

Hosts is everyone a visitor can book. A host is not a Personyze login and costs no
seat, so add the whole team. Each needs a name and an email address — the email is where their copy of
every booking goes.

Connect Google reads their calendar for conflicts. Busy time from it starts blocking new bookings
within a few minutes.
Connect Zoom is for meeting links only. It does not show us their diary.
Private link — a page where that host reads their own bookings, with no Personyze login.
Send it to them; anyone holding it can read that host’s bookings, so it can be rolled, and the old link then stops
working.

Without a connected calendar, Personyze only knows about meetings booked through Personyze. A host whose
diary fills up elsewhere will be double-booked. Connect the calendar, or keep their availability narrow.

2. Say when they work

Availability is weekly hours, set per person — availability belongs to a host, not to the
account. Each host’s hours are read in their own timezone, so a team spread across three
countries needs no arithmetic.

3. Say what can be booked

A meeting type is one bookable thing:

Title — what the visitor sees above the calendar.
Minutes, and who can take it.
Where — Google Meet, Zoom, phone, in person, or a link you provide.
Offer a slot every N minutes — slots on the half hour, or every 15 minutes.
Least notice — how soon somebody may book. Four hours by default.
Open this many days ahead — sixty by default.
Gap before and gap after — ten minutes afterwards by default.
Most per day — a ceiling, or zero for none.
Colour.

A meeting type with nobody who can take it offers no times, and the screen says so rather than showing an empty
calendar.

4. Switch it on, then put it somewhere

The master switch is on Overview: “Nothing is served to visitors while this is off,
whatever else is configured.” Then Put it on your site creates the campaign that carries it.
Bookings can also come from a direct link, and Overview separates the two — Where they came from shows
each campaign, and Direct — a link, not a campaign for the rest.

How it looks and what it says

Appearance sets the accent colour, the button label, the heading and the default timezone, with a
live preview. Times are always shown in the visitor’s own zone — you can hide the timezone
picker, which stops them changing it, and you can hide the host’s name. Both are worth doing where
everyone is local and worth leaving alone where they are not.

The Meetings Appearance screen in Personyze — The booker’s default look and the goal a booking counts toward. A campaign can override the look; what gets sent is set once, here. Click to enlarge.

Look chooses the frame — a bordered card on a light page, and the other shapes beside it
— alongside the accent colour, the heading (the meeting type’s own title by default) and the button
label. A campaign can override all four for one placement; anything it leaves empty keeps following
this page.

Default timezone is only used for a host who has not set their own. Visitors always see their
own clock, read from their browser and never guessed.

The emails

Confirmation, as soon as somebody books — always sent. A booking nobody was told about is
not a booking.
Reminder a day before and an hour before, each optional.

Reminders are the single most effective thing against no-shows. If you change one setting on this
screen, make it that one.

Counting it

Count bookings as a goal fills in a goal key — meeting_booked — and Create the goal for me makes the goal to match. Every booking then counts as that goal, attributed to the campaign and the visitor that produced it, in the ordinary reports. An account has twelve goal slots; if they are all taken, free one on the Goals page first.

The goal fires through the tracker on the page. A booking made from an emailed link on a page with no tracking simply does not count — which is the honest answer, and worth knowing before you compare the goal against the Bookings list.

Where the booking goes

The action carries the same “Where the data goes” step as the
Lead Capture Form, and the same destinations: email, Zapier, Slack,
HubSpot, Klaviyo, or a custom webhook. A booking is a lead, and it lands wherever your leads already land.

The fields are named the way a person would name them — name, email,
meeting, when, host — because those names end up on somebody’s mapping
screen. Whatever the meeting type asked the visitor is flattened in beside them.

Notifications are sent by a background job, not while the visitor waits. A destination that is down becomes a log
line rather than a visitor sitting on a spinner, so a broken Zap never stops a meeting being booked.

The booking page

Separate from the widget: the page somebody lands on from their confirmation email to manage a booking they already
have. You choose what they may do:

Let them cancel, with a minimum notice, and optionally ask why.
Let them pick a new time, with its own notice.
Offer “add to calendar”.
Offer them another time after they cancel.
Your cancellation policy, in your words, and a note under the meeting —
“Parking is behind the building.”
Or send them to your own page after cancelling or rescheduling.

The preview draws the real page from these settings over an invented meeting — nothing there books or cancels
anything.

Reading what happened

Bookings lists every meeting on the account with its status — upcoming, confirmed, canceled,
no-show — the host, the meeting type, the time in the visitor’s zone, where the booking came from, and a
link to the visitor’s profile. Overview summarises the same thing by host and by meeting type,
with what is still to happen.

Lead Form action — the same destinations step, explained in full.
Conversion tracking — the goal a booking counts toward.
Campaigns — targeting, A/B testing and reporting all apply here.