For AI agents: the complete documentation index is available at https://docs.clickmax.io/en/llms.txt, the full documentation bundle is available at https://docs.clickmax.io/en/llms-full.txt, and this page is available as Markdown at https://docs.clickmax.io/en/guides/schedule-meetings.md.
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      • How do I schedule meetings with my leads?

      In consultative selling the meeting is the conversion that matters. The job here is to take booking out of the manual back-and-forth of messages and wire it into the pipeline.

      Before you start

      • Role: the roles that can receive bookings are configurable; by default they include Owner, Admin, Attendant, Finance and Editor. See the roles and permissions reference (Portuguese).
      • Connect the calendar first: connect Google Calendar.

      1. Connect the calendar of whoever takes the meeting

      Everyone who receives meetings connects their own calendar. Without it the system has no idea when they are free, and books straight over an existing commitment.

      2. Set availability with breathing room

      Leave a gap between meetings — set it under Availability on the Scheduling page. A calendar packed end to end produces cascading delays and meetings that get missed.

      3. Take the lead to the booking

      Put the booking link where the intent shows up: on the thank-you page of the funnel, in the WhatsApp conversation, or in the automation sequence.

      On the link's page, the lead sees the next open times at the top: two from the nearest available day and two from the next one. One click opens the form. The suggested times vary between visitors, so bookings spread across the day instead of all landing on the first slot. The calendar only highlights days that still have an open time.

      4. Tie the meeting to the pipeline

      A booking should create or move an opportunity — see build your first pipeline. That way the meeting enters the revenue forecast instead of being one more entry in a calendar.

      5. Cut no-shows

      A No show is the biggest waste in this flow. Set up automatic reminders on the channel the person actually uses — one the day before and one close to the slot.

      When the meeting runs on Clickmax Meet and the person missed it, the room link itself becomes the way back. Whoever opens the link after the slot sees that the meeting has already passed, with the original date and time, and a Reschedule button. The button opens the same schedule's page with only the time slots: the person picks a new time and confirms, without typing their name, email or phone again. The existing meeting moves to the new time, stays on the same opportunity, fires the meeting-rescheduled triggers and the reminders for the new time, and the same room link now works for the new date.

      On a team schedule, the meeting stays with the same host when they are free at the new time; otherwise the schedule's distribution picks someone else on the team. A cancelled meeting shows Book again, which opens the schedule for a new booking.

      The button only shows when the meeting came from a public schedule, is not a group call, and lead rescheduling is turned on in the calendar settings. If the meeting happened (both people were in the room), the link does not offer rescheduling.

      6. Close the loop afterwards

      Once the meeting is over, move the opportunity: on to the next stage, Mark as won, or Mark as lost with a Loss reason — see lost opportunity. A meeting with no recorded outcome disappears from the funnel.

      If it didn't work

      • Authorisation error when connecting: redo the connection and authorise access on the Google screen.
      • Bookings land on a slot that is already busy: confirm the right calendar is connected.
      • A day is highlighted on the calendar but has no times when opened: the time may be busy only in the host's Google Calendar. The day's time list already accounts for those events.
      • The person does not appear as an option: check their role in the roles and permissions reference (Portuguese).