Scheduling, Booking Links and Meeting Rooms, All in the Dashboard

Scheduling a call used to mean a booking tool, a video tool and a calendar that didn't quite agree with each other. In Specloop it's one thing. You share a booking link, the guest picks a time in their own time zone, it lands on your Google Calendar with your meeting room link inside, and when the call happens the transcript and summary land with the client's project. This guide is for the people on a team who run their client work in Specloop.

Your two links

Open Meetings in the sidebar, under Communication. At the top are your two permanent links:

• Meeting room (specloop.ai/meet/your-name). Put it in any calendar invite where you'd normally paste a video link. Guests type their name and join in the browser.
• Booking page (specloop.ai/book/your-name). Send it to anyone who needs a time with you.

What your guests see

The booking page shows your meeting types first, each with its length.

Then the free times, shown in the guest's own time zone. If they're travelling or booking for someone else, they can switch to any other zone, with the current time shown beside each so it's easy to tell which one is right.

Last, their name, email, company and anything you should know before the call.

Specloop checks the time is still free before confirming it, so two people can't take the same slot.

Connect Google Calendar

Press Connect Google Calendar on the Meetings page and sign in with your work Google account. The light beside it turns green once Google has actually answered, not just once the account is linked. If something is wrong it turns amber and shows Google's reason, so you're never guessing. Once connected:

1. Your busy times are blocked out of your booking page, with the gap you set between meetings.
2. Every booking goes on your calendar, with the guest on it and your meeting room as the location.
3. Meetings you create in Google Calendar get your meeting link. Within five minutes of creating a meeting with a guest, your Specloop room link is added to it, so every call happens where it gets a transcript.

After someone books

• Both of you get an email with a calendar invite that works with any calendar app, with the meeting link inside.
• The guest can reschedule or cancel from a private link in their email. The updated invite goes to both of you, and your Google Calendar follows.
• A reminder goes out an hour before, to the guest and to you.
• The guest is filed as a lead in Specloop, or matched to the client they already are.
• The booking appears under Upcoming. Click it to open the details: your time and theirs, their email and company, their note, whether it's on your Google Calendar, and buttons to join the call, open it in Google Calendar, open their record or cancel.

Insert your booking link from email

You don't need to copy your link from anywhere. In Specloop Email, both a new message and a reply have a Booking link button next to Template. Pick My booking page or My meeting room and it's added where your cursor is.

The signature editor has the same button. Add your booking link to your signature once and it goes out with every email.

Where the call goes

When the guest opens your meeting room, they type their name and join. Nothing to install and no account to create.

When the call starts, Specloop works out who it's with: the email the guest typed, the booking that's on now, or the guests on the calendar meeting that's on now. If they're a client, the call card, transcript and summary go into your shared chat with them. If not, they go into your own Meetings conversation. Our post on calls covers what happens during and after the call.

Set it up in five minutes

1. Open Meetings and check your link name and the name guests see.
2. Pick your time zone, tick the days you work and set the hours.
3. Set the gap between meetings, the minimum notice and how far ahead people can book.
4. Name your meeting types for the guest. "30-minute intro call" says more than "Meeting".
5. Connect Google Calendar and wait for the green light.
6. Add your booking link to your signature.