Appointments & calendar#

Give a lead a link, they pick a free slot, and the meeting lands in your CRM as a booking attached to the lead — with a calendar entry and reminder automations. This guide covers the booking page link (Appointment Types), the resulting Bookings, Availability per team member, and Calendar connections (Google sync).

Who this is for#

• Admins — create appointment types and hand out booking links.

• Sales agents — set your weekly availability; work your bookings.

• Managers — monitor upcoming and no-show bookings.

• Difficulty: Medium

• Time: 12 minutes

• Prerequisites: Admin access for Appointment Types; the calendar plan feature (visible in your menu).

Part 1 — Create an appointment type (admin)#

1. Open Appointment Types#

1. Go to Settings → Appointments → Appointment Types (/admin/meeting-types).

Expected result: the list of meeting types with a bookings count per type.

2. Define the meeting#

1. Click New appointment type and fill in:
   • Name and slug (the slug is used in the public booking URL).
   • Description — what the meeting is.
   • Duration — 15 to 90 minutes (default 30).
   • Buffer — minutes of breathing room after each booking.
   • Advance notice — minimum hours before a slot can be booked.
   • Future limit — how many days ahead people may book.
   • Colour, location type and location details (in person / phone / video, with the address or link).
   • Lead routing — which pipeline and stage a booking lead lands in.
   • Active toggle.
2. Save.

Expected result: the type appears in the list with its public booking link and an embed snippet you can paste on your website.

3. Share the booking link#

1. Copy the booking link (or the embed snippet) from the appointment type.

Expected result: anyone opening the link sees your open slots for this meeting type; a completed booking creates/attaches a lead routed to the pipeline and stage you chose, and sends the visitor a confirmation.

Part 2 — Set availability (each team member)#

4. Open your availability#

1. Go to Appointments → Availability (/admin/meeting-availability).

Expected result: a weekly grid — for each day of the week, the start and end time you are bookable.

5. Edit your week#

1. Add or adjust rows (day, start time, end time); add two rows for mornings and afternoons.

Expected result: the public booking page only offers slots inside your availability (minus existing bookings and buffers).

Part 3 — Work bookings#

6. Open Bookings#

1. Go to Appointments → Bookings (/admin/meeting-bookings).

Expected result: a table of bookings with the guest's name and email, meeting type, host, start time, status badge and a link to the lead. Filter by status, meeting type, or date range.

Statuses:

7. Cancel a booking#

1. Open the booking's actions → Cancel.

Expected result: the status becomes Cancelled and the guest automatically receives a cancellation email (MeetingCancelledMail).

Part 4 — Calendar connections (Google sync)#

8. Connect your calendar#

1. Go to Settings → Appointments → Calendar (/admin/settings/calendar).
2. Connect Google (one Google account per user). Once connected, your bookings sync to Google automatically every 15 minutes.

Expected result: new CRM bookings appear in your Google Calendar. Existing Google busy times are respected when the booking page checks your slots.

Expected result#

A lead can book themselves from a link; the meeting appears as a CRM booking tied to the lead, in your Google Calendar when connected, and both sides get confirmations while automation handles reminders.

Common mistakes#

• Booking page offers no slots. Check: availability rows exist for the host, advance-notice and future-limit settings, existing bookings/buffers blocking the day, and the appointment type is Active.
• Booking did not create a lead. Confirm the type's lead routing (pipeline/stage). Duplicate emails may attach to an existing lead instead of a new one — check that lead's timeline.
• Wrong host receives bookings. Availability must be set for the people who host the type.
• Expecting Outlook two-way sync. Not available (see warning above).

Troubleshooting#

Technical details#

• Admin screens: App\Filament\Resources\MeetingBookingResource (group Appointments), App\Filament\Resources\MeetingTypeResource (Settings cluster, section Appointments), App\Filament\Pages\MeetingAvailabilityPage, App\Filament\Pages\Settings\CalendarConnectionsPage.
• Models/tables: meeting_types, meeting_bookings; availability is a per-user weekly repeater (day 0–6, start/end time).
• Public booking pages live off the appointment type's link; the embed snippet is provided in the UI.
• Reminders: CheckAppointmentApproaching runs every 5 minutes and fires appointment_approaching automations (per-automation hours_before, default 24, for confirmed/scheduled/pending bookings).
• Cancellations send MeetingCancelledMail. Google sync: leadhub:sync-calendars every 15 minutes via GoogleCalendarSyncService; one Google and one Outlook connection per user (Outlook disabled).
• Plan feature: calendar.

Related guides#

• Follow-ups & tasks — the task list and the task calendar.
• Lead 360 view — the lead behind each booking.
• Calendar sync — the integration in depth.
• Client onboarding from zero — appointments during setup.