Booking Flow Overview

The Prospect Journey

The booking flow consists of several steps designed to collect information, qualify leads, and let prospects select their preferred time.

Step 1: Contact Information

What Prospects See

• Left column: Form fields for contact info
• Right column: Calendar preview (disabled with overlay message)
• Company logo (if configured)
• Event name and description
• Step indicator showing progress

Default Fields

• Name: Full name or split first/last name
• Email: Email address with validation
• Phone: Phone number with country code selector

Form Behavior

• Real-time validation as prospects type
• Required fields must be completed to proceed
• Phone numbers validated for international format
• Auto-scroll to Step 2 when Step 1 is complete

Lead Capture

When Step 1 is complete (before moving forward):

• A lead record is created automatically
• Captures contact info + geolocation
• Syncs to GoHighLevel as "incomplete" (if connected)
• You capture the lead even if they don't complete booking

Step 2: Additional Questions

What Prospects See

• Step 2 fields appear automatically below Step 1
• Visual separator between steps
• Custom fields you've configured
• Continue button becomes active

Custom Questions

This step typically includes:

• Qualification questions
• Business information
• Project details
• Any custom fields you've added

Qualification Check

When prospect clicks "Continue":

1. All form responses are captured
2. Qualification rules are evaluated
3. Lead scoring is calculated (if enabled)
4. Prospect either qualifies or is disqualified

Disqualification Path

If a prospect fails qualification rules:

What They See

• Full-screen message: "Unfortunately, there are no available times that match your requirements"
• Calendar remains disabled
• No ability to select a time

What Happens Behind the Scenes

• Lead marked as is_qualified: false
• Disqualification reason stored
• Synced to GoHighLevel as "disqualified"
• Lead appears in your dashboard with disqualified status

Step 3: Calendar & Time Selection

If the prospect qualifies, they proceed to time selection.

What Prospects See

• Left sidebar: Event details (name, duration, logo)
• Center: Calendar for date selection
• Right: Available time slots for selected date

Calendar Layouts

Full Month View (default):

• Traditional monthly calendar grid
• Navigate between months with arrows
• Available dates highlighted
• Click a date to see time slots

Week Strip View:

• Horizontal 7-day strip
• Day names displayed
• Navigate between weeks
• More compact design

Date Selection Rules

Prospects can only select dates that:

• Fall within the booking window (min notice to max advance)
• Have available time slots
• Are not blocked by date overrides
• Have at least one available host (for team events)

Time Slot Selection

For the selected date:

• Available slots shown in a list
• Times displayed in prospect's selected timezone
• Hover/click to select a slot
• "Confirm" button appears on selection

Timezone Handling

• Defaults to prospect's browser timezone
• Timezone selector allows changing preference
• All times converted automatically
• Common timezones prioritized in selector

Step 4: Confirmation

When prospect confirms their selection:

Booking Process

1. Meeting record created
2. Host assigned (for team events)
3. Calendar event created
4. Meeting link generated (Google Meet/Zoom)
5. Confirmation synced to CRM

What Prospects See

• Success message: "Your meeting is scheduled"
• Confirmation details:
  • Meeting name and duration
  • Date and time with timezone
  • Meeting location/link
  • Attendee information (host and prospect)
• Add to calendar options (Google, Outlook, Apple)
• Optional: Confirmation video embed
• Optional: Confetti animation

Email Notification

• Confirmation email sent automatically
• Includes meeting details and calendar link
• Message displayed: "A confirmation email has been sent to [email]"

Add to Calendar Options

Prospects can add the meeting to their calendar:

Each includes:

• Event title and duration
• Meeting link or location
• Organizer information
• Event description

External Confirmation Pages

Optionally redirect prospects to your own confirmation page:

1. Enable external confirmation in event settings
2. Set the redirect URL
3. Prospect is redirected after booking with parameters:
   • meeting_id
   • event_name
   • first_name, last_name, email
   • scheduled_at, duration
   • meeting_link, meeting_phone
   • host_name, location_type

Form Style Variants

Stepped Form (Default)

• Multiple fields visible per screen
• Traditional multi-step form layout
• Step 1 → Step 2 → Calendar

Slide Form

• One field per screen
• Full-screen immersive experience
• Card-based transitions
• Modern, focused design

Configure in event settings under Form Style.

Mobile Experience

The booking widget is fully responsive:

• Single-column layout on mobile
• Touch-friendly calendar
• Optimized time slot selection
• Same complete functionality

Best Practices

Optimize Step 1

• Keep it minimal (name, email, phone)
• Ensures you capture leads even if abandoned
• Move qualifying questions to Step 2

Clear Instructions

• Use descriptive field labels
• Add helpful placeholder text
• Explain why you're asking each question

Test Regularly

• Book through your own form in incognito mode
• Test on mobile devices
• Verify confirmation emails arrive

Related Guides

• Embedding on Your Website - Add the widget to your site
• Customization & Branding - Style your booking page
• Custom Form Fields - Configure form fields
• Qualification Rules - Set up auto-qualification