Let your client decide how you'll meet

Follow this guide to give your client the choice on how they will meet with you. All communications with them will display only details of the meeting connection they choose. 

In this article:

Customized meeting details using Appointment Types
Customized meeting details based on the booking form

Customized meeting details using Appointment Types

Using our Appointment Types feature, you can give your client an option of different types of meetings, so they know exactly how they'll meet with you. 

In your booking page settings, navigate to Times & Availability > Appointment Types, and turn the feature on. Then create a different appointment type for each different way your client can meet with you. 

Tips on setting up different types of meetings using appointment types

Display how you'll meet in the confirmation email

Using the shorthand code {TYPE-NAME} you can display the type of meeting the booker has selected in their confirmation emails and on your calendar event. 

Under Notifications > Actions, you'll create a conditional statement for each possible Appointment type, and the email will display the correct information based on the bookers selection. 

Once you've formulated your conditional statements you can copy and paste them into reminder emails and optional SMS. 

For example, if you're offering a Zoom call and a Phone call, your conditional statements will be as follows, with {PHONE} referring to your phone number question on the booking form:

{IF}{TYPE-NAME}{EQUALS}Zoom call{THEN} I'm looking forward to speaking with you on Zoom via this link:{ZOOM}{ENDIF}

{IF}{TYPE-NAME}{EQUALS}Phone call{THEN} I will call you at the number you've provided: {PHONE} {ENDIF}

Tips on setting up Conditional statements
  • The text between {EQUALS} and {THEN} should match exactly how you have it written on your booking form, with no additional spaces.
  • All of the text between curly brackets (ie, {IF}, {EQUALS}, {TYPE-NAME}) must be written in all capitals.

Display how you'll meet in the calendar event

In your calendar event under  Notifications > Calendar Events, select No location, and add conditional statements to the body of your calendar event. 

Tips on setting up your calendar event
  • To display the unique video link correctly in the calendar event body, use {ZOOM-LINK} instead of {ZOOM} and {GOOGLEMEET-LINK} instead of {GOOGLEMEET}.
  • Add {TYPE-NAME} to your calendar event title so you know at a glance on your calendar what type of meeting this is. 

Customized meeting details based on the booking form

Instead of using appointment types, you can add a multiple choice question on your booking form to ask how your booker would like to meet. 

Navigate to Booking form > Questions to add a new question. Set the type as Multiple choice, and set the different ways you'll offer to clients. Set a unique shorthand code for this question that you will use to display your client's select in confirmation and reminder emails. 

Display how you'll meet in the confirmation email

You will refer to their selection using the shorthand code you've set on your booking form, which represents the appointment they've selected.

Under Notifications > Actions, edit the Confirmation email to booker. You'll create a conditional statement for each possible option, and the email will display the correct information based on their selection. 

Once you've formulated your conditional statements in your confirmation email, you can copy and paste them into reminder emails and optional SMS. 

{IF}{MEET}{EQUALS}Google Meet call{THEN} I'm looking forward to speaking with you on Google Meet via this link: {GOOGLEMEET}{ENDIF}

{IF}{MEET}{EQUALS}Phone call{THEN} I will call you at the number you've provided: {PHONE}{ENDIF}

{IF}{MEET}{EQUALS}In person{THEN} We will meet at my office: 123 Main St, Anytown. Please call me if you need further directions. {ENDIF}

Tips on setting up Conditional statements
  • Make sure the unique shorthand code you've set on the booking form matches the ones in the conditional statement
  • The text between {EQUALS} and {THEN} should match exactly how you have it written on your booking form, with no additional spaces.
  • All of the text between curly brackets (ie, {IF}, {EQUALS}, {MEET}) must be written in all capitals.

Display how you'll meet in the calendar event

In your calendar event under  Notifications > Calendar Events, select No location, and add conditional statements to the body of your calendar event. 

Tips on setting up your calendar event
  • To display the unique video link correctly in the calendar event body, use {ZOOM-LINK} instead of {ZOOM} and {GOOGLEMEET-LINK} instead of {GOOGLEMEET}.
  • Add your question shorthand code to your calendar event title so you know at a glance on your calendar what type of meeting this is. 

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