Managing Meetings
The Meetings page shows all your scheduled appointments.
Accessing Meetings
Navigate to Meetings in the sidebar to view all your meetings.
Live Updates
The Meetings page stays current on its own — no browser reload needed:
- New booking toast: when a prospect schedules a meeting, a notification appears in the bottom-right corner (for example, "1 new booking"). Click Show to load it into the list.
- Automatic refresh: the list refreshes in the background whenever you open the Meetings page or switch back to the browser tab.
- Manual refresh: use the refresh button in the top bar at any time.
On a team, admins see notifications for the whole team's bookings; members see notifications for their own.
Meeting Information
Each meeting shows:
Basic Details
- Event Name: The booking type
- Date & Time: Scheduled time in your timezone
- Duration: Meeting length
- Status: Scheduled, Completed, Cancelled, No-Show
Attendees
- Lead Name: The prospect who booked
- Lead Email: Contact email
- Lead Phone: Contact phone
Meeting Details
- Meeting Link: Google Meet, Zoom, or Microsoft Teams link — click to join, or copy it with the copy button
- Location Type: Video, phone, or custom
- Assigned Host: For team events, who's hosting
The Meetings List
Meetings are grouped by day — Today, Tomorrow, then upcoming weekdays and dates — so the list reads as your schedule, top to bottom. Each row shows the time, the attendee (with a coloured initials avatar), the event, and the RSVP status. Hover a row for quick actions, or click anywhere on it to open the full meeting detail.
Up next
Above the list, a highlighted Up next card surfaces your soonest meeting — with a live countdown, the attendee, the RSVP status, and one-click Join and Reschedule.
Upcoming and Past
The Upcoming / Past toggle at the top right switches between scheduled meetings and your meeting history. Past meetings are grouped by day too, most recent first.
Filtering Meetings
A toolbar above the list helps you narrow things down:
| Filter | What it does |
|---|---|
| Search | Find a meeting by attendee name or email (press / to jump to the search box) |
| Event | Show meetings for a single event type |
| Status | Filter by RSVP status — Confirmed, Awaiting RSVP, or Declined |
Meeting Statuses
| Status | Description |
|---|---|
| Scheduled | Upcoming meeting, not yet held |
| Completed | Meeting was held |
| Cancelled | Meeting was cancelled |
| No-Show | Lead didn't attend |
| Rescheduled | Moved to a new time |
RSVP Status
Separately from the meeting status above, each scheduled meeting tracks whether the prospect has confirmed their attendance by responding to the calendar invite:
| RSVP Status | Meaning |
|---|---|
| Awaiting RSVP | The invite has been sent, but the prospect hasn't responded yet |
| RSVP Confirmed | The prospect accepted the calendar invite |
| RSVP Declined | The prospect declined the calendar invite |
SalesCal detects the response automatically by checking the host's connected Google or Outlook calendar — when the prospect clicks Yes or No on the calendar invite, the status updates within roughly 15 minutes. The RSVP badge appears next to the meeting status on the Meetings page and in the lead's detail view.
If the host has no calendar connected there is nothing to check automatically. Open the meeting from the lead's timeline and use Mark RSVP as Confirmed to set it by hand.
Rescheduling a meeting resets its RSVP status to Awaiting RSVP — the prospect needs to confirm the new time.
Viewing Meeting Details
Click a meeting to see full details:
Meeting Card Contents
- Complete date/time with timezone
- Meeting link (click to join)
- Lead information and contact details
- Lead grade (if grading enabled)
- Custom field responses
- Assignment info (for team events)
Lead Information
Quick access to the associated lead:
- View full lead profile
- See all form responses
- Check qualification status
Meeting Actions
Join Meeting
Click the meeting link to join:
- Opens Google Meet, Zoom, or Microsoft Teams
- One-click access
- Link also available in calendar invite
Reschedule Meeting
Change the meeting time:
- Open meeting details
- Click Reschedule
- Select new date and time
- Confirm the change
The lead receives notification of the new time.
Cancel Meeting
Cancel a scheduled meeting:
- Open meeting details
- Click Cancel Meeting
- Optionally add a cancellation reason
- Confirm cancellation
The lead receives a cancellation notification.
Mark as Completed
After a meeting:
- Open meeting details
- Click Mark Completed
- Optionally add notes
Mark as No-Show
If the lead didn't attend:
- Open meeting details
- Click Mark No-Show
- The lead is flagged for follow-up
Calendar Sync
Google Calendar Integration
When connected, meetings:
- Appear on your Google Calendar
- Include meeting links
- Show lead contact info
- Update when rescheduled/cancelled
Calendar Event Details
Synced calendar events include:
- Meeting title with lead name
- Start time and duration
- Meeting link
- Notes and description
Team Meeting Management
For multi-host events:
Viewing Assigned Host
Each meeting shows:
- Assigned Host: Who received the booking
- Assignment Method: Round-robin or availability-first
- Assignment Reason: Why this host was selected
Reassigning Meetings
If supported:
- Open meeting details
- Click Reassign
- Select new host
- Confirm reassignment
Notifications
Emails sent automatically around a meeting:
| Event | Who's emailed |
|---|---|
| New booking | The invitee gets a confirmation email (with a calendar invite). The host gets a new-booking notification including the invitee's contact details and their form answers. |
| Cancellation | The invitee gets a cancellation email. |
| Reminder | The invitee gets a reminder before the meeting, if reminders are configured for the event. |
Confirmation and reminder emails are customizable per event in its notification settings; the host notification is automatic.
Upcoming vs. Past Meetings
Upcoming Meetings
- Default view shows upcoming meetings first
- Quick access to meeting links
- Actions: Reschedule, Cancel
Past Meetings
- Historical record of completed meetings
- Mark as completed or no-show
- Review for patterns and insights
Best Practices
Before Meetings
- Review lead profile and responses
- Check custom field answers
- Prepare based on their needs
During Meetings
- Reference their form responses
- Address their stated challenges
- Take notes for follow-up
After Meetings
- Mark status (completed/no-show)
- Add meeting notes
- Update CRM if needed
- Schedule follow-up actions
Managing No-Shows
- Mark as no-show promptly
- Follow up with the lead
- Look for patterns in no-show timing
- Consider reminder emails
Meeting Analytics
Track meeting metrics:
- Booking Rate: Leads who book vs. form starts
- Show Rate: Scheduled vs. actually held
- Cancellation Rate: Cancelled meetings percentage
- By Event: Compare performance across events
- By Host: For team events, compare hosts
Troubleshooting
Meeting Not Showing
- Verify the booking completed successfully
- Check the date filter isn't excluding it
- Refresh the meetings page
Missing Meeting Link
- Check calendar integration status
- Verify Google Calendar/Zoom is connected
- Link is generated at booking time
Calendar Not Syncing
- Verify integration is connected
- Check for sync errors in settings
- Re-authorize if needed
Wrong Time Displaying
- Verify your timezone setting
- Check the lead's original timezone
- Calendar shows your local time
Related Guides
- Managing Leads - View lead details
- Google Calendar - Calendar sync setup
- Zoom Integration - Video meeting links