Meeting Scheduler | Recruit CRM

What this feature does and when to use it?

The Meeting Scheduler helps streamline the process of scheduling meetings with candidates and contacts by allowing them to book a meeting directly based on your availability.

Instead of coordinating schedules through multiple emails or messages, you can share a personalized booking link that lets recipients select a suitable time from your available slots directly from a personalized booking page.

The feature automatically syncs booked meetings with your connected calendar and allows you to customize availability, event settings, booking forms, confirmation behavior, email notifications, and scheduling page branding.

Use this feature when:

• You want candidates or contacts to book meetings directly based on your availability from a personalized booking page. .

• You need a reusable scheduling link that can be shared in emails, messages, or workflows.

Click here to know how syncing your calendar to Recruit CRM works

Note: This feature is available on all plans (Free plan, Pro, Business, and Enterprise)

🗓️ How to create a schedule page (meeting scheduler link)

1. Click on the Profile icon and select the 'Meeting Scheduler' option.

2. Click on the 'Create New' button.

If you haven't connected your email or calendar in Recruit CRM then you will be prompted to connect your email and calendar in order to create a schedule page.

Note: We recommend connecting the same/default email ID to your 'Calendar Settings' to ensure the visibility of scheduled meetings in Recruit CRM. Meetings booked through the scheduler's link will be added to the connected email ID's calendar.

3. You will now be prompted to choose the event type. Select the type of scheduling page you would like to create:

• One-on-One Bookings – Ideal for interviews, screening calls, consultations, or any meeting involving one organizer and one participant.

• Group or Class Bookings – Best suited for events where one organizer hosts multiple participants, such as webinars, training sessions, or group discussions.

Once selected, Recruit CRM will configure the scheduling page based on the chosen meeting type.

4. Add the details regarding the meeting.

Event Name: You can add the title of the event/meeting type.
Event Duration: Select the duration of the meeting from the available options.
Event Meeting or Location: In the event location, you can see options such as:
1. None
2. Custom Location
3. Google Meet or Teams, based on the email that you have connected.

Notes:

To add Zoom as the event location, you can add the Zoom link by selecting the 'Custom Location' option, similarly, for other apps as well.

If you have an Outlook free account, then in the meeting location, when you select Teams and send the scheduled link, candidates/contacts can book the call, but it will not contain the automated meeting link of Microsoft Teams. This will work for Outlook Premium accounts only.

5. You can select the calendar where you want to add event bookings and click on 'Create'.

6. Under the 'Event Info' tab you can add the event description under the Event Description section.

Further Customizations

After creating the event, you can further customize your scheduling page by configuring availability, booking rules, form fields, notifications, confirmation settings, and page branding.

1. Customizations under the 'Availability' Tab.

Under the 'Availability' Tab, you will be able to:

Select the calendar where you want to add event bookings.
Select the calendars to use for checking your availability.
Set when you're regularly available for event bookings.

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2. Customizations under the 'Participants' Tab.

Under this tab, you can:

Add people in your team or organization to join the event as participants
Set participant open hours. If not set, the default open hours will be used to calculate availability for this participant.

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3. Customizations under the 'Booking Options' Tab.

Under the 'Booking Options' tab, you can:

Customize what to be shown when a booking is confirmed. You can either display the default confirmation page or redirect users to your own confirmation page.
Set empty buffer time before and after an event, Event limits and Time slot intervals, and other Additional settings (Allow Guests to invite additional guests, hide reschedule and cancellation buttons on the booking page).

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4. Customizations under the 'Booking Form' Tab.

Under this tab, you will be able to add custom fields to the booking form.

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5. Customizations under the 'Communications' Tab

Under this tab, you will be able to:

Set up automatic confirmation emails.
Customize the Booking confirmation email and set reminders before emails.

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6. Customizations under the 'Page Styles' Tab.

Under this tab, you can set the Scheduling Page name and Page styling.

Note: Images used in the Meeting Scheduler must be publicly accessible, served over HTTPS, and not restricted by authentication, IP blocking, or anti-bot rules.

Hosting images on S3, a CDN, or the company website is the recommended approach.

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And to save all your customizations, you need to click on the 'Save Changes' option and click on the 'Back' button.

To preview your customized Schedule Page, you can click on the 'eye icon' at the bottom of the page.

➡️ How to share the Meeting Schedule Page?

Click on the three dots icon on the Meeting Scheduler page and select the 'Copy Link' option. You can paste this link in your email/while sending an SMS as well to share it with candidates and contacts.

You will even have options to edit, preview, and delete the schedule page.

Once the candidate/contact clicks on the shared link, they will be able to select the time slots to schedule the meeting, add their details, and schedule the meeting.

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The meeting confirmation emails will be sent to you and the candidate/contact.

Once the meeting is scheduled, the candidate/contact will have the option to 'cancel' and 'reschedule' the meeting as well.

Troubleshooting

Problem: I cannot create a scheduling page

Likely cause: Calendar or email is not connected.
What to check:

Confirm your calendar is connected in the Meeting Scheduler area.
Check whether you have connected your email in Recruit CRM.

Resolution:

Connect your calendar when prompted in the Meeting Scheduler.
If you are prompted to connect email, complete the email connection process, then try creating the scheduling page again.

Problem: Booked meetings are not visible in my calendar

Likely cause: The wrong email ID or calendar is connected, or the target calendar is not selected in the event settings.

What to check:

Verify which email ID is connected to Recruit CRM.
Confirm which calendar is selected under the event’s calendar options and under the Availability tab.

Resolution:

Connect and use the same default email ID in your calendar settings and in Recruit CRM.
Ensure the correct calendar is selected for adding event bookings.

Problem: Images are not displaying on the scheduling page

Likely cause: Images are not publicly accessible or not served correctly.

What to check:

Confirm that images are served over HTTPS.
Ensure images are not behind authentication, IP blocking, or anti-bot rules.

Resolution:

Host images on S3, a CDN, or your company website.
Make sure the image URLs are publicly accessible over HTTPS before adding them to the Page Styles tab.

Problem: Candidates or contacts cannot reschedule or cancel meetings

Likely cause: Reschedule and cancellation buttons are hidden in Booking Options.

What to check:

Open the Booking Options tab for the event and review whether reschedule and cancellation buttons are enabled or hidden.

Resolution:

Enable the reschedule and cancellation buttons if you want candidates and contacts to manage their own bookings from the booking page.

🤔 FAQ's

What happens if I have two email connections?

If you have multiple emails connected, meetings will be scheduled on the calendar associated with your default email.

What happens if my email connection is lost?

If your email connection is lost, a warning message will notify you, and new meetings will not sync until you reconnect your email.

Where can I see scheduled meetings within Recruit CRM?

Meetings are accessible on the Meetings List Page, Calendar View, and in the connected calendar.

How do I add or upload my logo to the Meeting Scheduler?

You can open the scheduler editor by clicking on Edit beside the Scheduling page:

Click on the Communications tab. Here you can enter your Company Logo URL:

This logo appears in the booking confirmation email. Please note that the URL must be publicly accessible. The image will be scaled down to a max size of 200px x 100px.

What webhooks are available for Meeting Scheduler?

The Meeting Scheduler supports the following webhooks to notify external systems when a booking activity occurs:

Event	Webhook
Booking Created	`scheduler.booking.created`
Booking Rescheduled	`scheduler.booking.rescheduled`
Booking Cancelled	`scheduler.booking.cancelled`

These webhooks can be used to receive updates when a meeting is booked, rescheduled, or cancelled, allowing the corresponding booking activity to be handled in connected systems.

Conclusion:

Using the Meeting Scheduler in Recruit CRM, you can create customizable scheduling pages, share a single link with candidates and contacts, and have all confirmed meetings automatically added to your connected calendar.