CRM Meeting Booking

1. CONNECTING YOUR VIDEO PROVIDER (Admin Setup)

An admin connects one or more video providers once:

• Zoom — one shared account connection for the whole business (no individual staff login needed).
• Google Meet & Calendar — each staff member connects their own account individually through Google's standard sign-in approval screen.
• Microsoft Teams — same per-staff connection model, through Microsoft's sign-in flow. Each provider has a one-click "Test Connection" to confirm it's actually working, live. You can set a Provider Priority Order (e.g., try Zoom first, fall back to Google Meet if Zoom fails) so a booking never fails to get a video link just because one provider had a hiccup.

Every staff member also gets their own private calendar subscription link they can add to Apple Calendar, Outlook, or any calendar app, so their CFI bookings show up right alongside their regular schedule — no manual syncing required.

2. HOW A VISITOR BOOKS A MEETING

1. They pick a staff member and a service type (e.g., "Free Consultation").
2. Available time slots are computed for real — taking into account that staff member's actual working days, any blackout/vacation dates, already-booked slots that day, and a minimum-notice window (so nobody can book a slot 5 minutes from now). Slots are spaced at whatever interval the staff member has configured, with a buffer gap between meetings so back-to-back calls don't run into each other.
3. When they confirm a slot, the system double-checks in real time that nobody else grabbed the exact same slot in the seconds since it was shown — if someone did, they're told immediately rather than ending up with a fake double-booked confirmation.
4. A confirmation is sent automatically, and — based on your provider setup — a real video meeting link is attached to the booking automatically, no manual step required.
5. The visitor can cancel or reschedule later, with the same availability checks re-run to keep everything conflict-free.

3. HOW IT CONNECTS TO THE REST OF THE SYSTEM

• AI Live Chat — the "Book a Meeting" option in the in-app chat widget connects directly into this same booking system.
• Part of the broader CRM suite alongside AI Lead Automation, Campaigns, and CSAT — all working from the same contact/lead data.

4. WHY IT SCALES FROM SMB TO ENTERPRISE

Quick Reference

  Connect a video provider (admin) ......... CRM > Integrations
  Book a meeting (visitor-facing) .......... CRM booking widget, or "Book a
                                             Meeting" in the AI chat assistant