Meetings: demos and calls booked in the chat

Telybot Meetings lets a visitor book a demo or a call while they are talking to your bot. They pick a free time, the meeting lands in your own calendar with the join link, and the invitation goes out by itself. You find it under Sales → Meetings in the dashboard: Upcoming and Set up.

Meetings is an add-on. It comes with the Scale plan and with Enterprise. On Starter or Growth you add it from the Plan page for a monthly price, and it renews with your plan in the same payment.

Connect your calendar

Telybot writes each meeting into the calendar your team already uses and reads it for busy times, so a time that is taken is never offered. Connect one of three:

• Google Calendar gives the event in Google Calendar and a Google Meet link. Google sends the invitation.
• Microsoft 365 gives the event in Outlook and a Teams link on a work or school account. Microsoft sends the invitation. A personal Outlook account gets the event but no Teams link; pair it with Zoom or a fixed link.
• Zoom gives a Zoom link with the waiting room on. Zoom is not a calendar, so it works on its own or next to Google or Microsoft.

1. Open Business → Connections and press Connect beside the service your team uses.
2. Sign in there and allow what is asked. Telybot uses that permission only to add, change and remove the events it creates and to see when you are busy; it never reads your other events.
3. Back on Connections, press Check. Telybot makes one event, removes it again, and tells you the connection works. It checks every connection again each night.
4. Open Sales → Meetings → Set up and choose Where the event goes and How people meet. Only the pairs your connections allow are offered; the others say why they are grey.

Each team member connects their own account; a connection belongs to the person who made it, and everyone who can open Connections sees whose it is. Disconnect removes it at once. Meetings it hosted that have not happened yet lose their event and join link and go back to requests on Upcoming, for you to confirm again with another host; the visitor is told in the chat. If a connection stops working — a password change, a revoked permission — Telybot tries to repair it itself, and again when the next visitor asks for a meeting; until it works, the bot keeps booking as requests you confirm, Connections shows Reconnect needed, and the person who made the connection is emailed, at most once a day.

A Microsoft work account may answer, on Microsoft's own page, that an administrator must approve Telybot first. Ask your administrator to allow it, then press Connect again.

Set the meeting up

1. Under Meeting, name it ("Product demo", "Intro call") and choose its length: 15, 20, 30, 45 or 60 minutes.
2. Under Hosts, choose One person or Several hosts. Only members with a working connection can host. With several, each booking goes to the host who is free at that time and was last given a meeting longest ago; nobody is asked to choose a person.
3. Under Your hours, your team, set the hours of each weekday, the days you are closed, the gap before and after each meeting, the earliest a visitor may book, how far ahead the diary opens, until when a visitor may move or cancel, and a cap on meetings a day.
4. Under Your own questions, add up to three questions, each a text answer or a choice, and decide whether to ask for a phone number and the company, and what they would like to cover.
5. Switch on Offer meetings in the chat and save.

Also invite adds up to five email addresses to every meeting, such as a shared sales inbox. A line in the confirmation goes into the visitor's confirmation ("Have your questions ready"). The Fallback link is a meeting room you already have; it is used when the connection breaks, and it is the link when you have no connection at all.

What does the visitor see?

Someone who asks your bot "can I get a demo?", "can we talk about pricing?" or "book a call", or taps Book a Product demo under the greeting, is answered at once: "Happy to. Pick a time that suits you and I will set it up." When the bot cannot answer a question and hands over to a person, it also offers Would you rather book a Product demo?

1. Pick a time shows a strip of days, then the free times of the chosen day, in the visitor's own time zone, named. A time that is taken in the host's calendar, inside a gap, or too soon is never shown.
2. One short form: their name and the email the invitation goes to, then whatever you asked for. What the chat already knows, such as a name from your welcome flow, is filled in.
3. When no calendar will send the invitation — Zoom on its own, or no connection — the bot emails a 6-digit code to that address and asks for it in the chat first, so the confirmation reaches an address that is proven to be theirs. Confirm the email with a code on Set up asks for it on every booking.
4. The card in the chat shows the meeting's number, the time in their zone and Join the meeting, Add to calendar, Pick another time and Cancel meeting. Google and Microsoft send their usual invitation with the link; otherwise Telybot's confirmation email carries it, with a calendar file.

A visitor can move a meeting twice and cancel it until the cut-off you set. A move keeps the same event and the same join link. The card is still there when they open the chat again.

Run the day from Upcoming

Sales → Meetings → Upcoming shows the requests waiting at the top, then the day in your business's time zone, with All meetings and an export to a spreadsheet. Open a meeting to see the join link, the host's own start link, the visitor's details and answers, what they asked the bot before booking, and the chat it came from.

• Confirm or Decline a request. The visitor sees your answer in their chat, and a confirmation is emailed when no calendar sends one.
• Cancel meeting, with a reason if you like: the event is removed from the calendar and the visitor is told in the chat.
• After the time, Mark done or Mark missed. A confirmed meeting nobody marked is closed as done a week later, and a request nobody answered is declined by itself the day after its time, with a line in the visitor's chat so they can book another.
• A note for your team stays with the meeting; the visitor never sees it.

A booking marks the chat a Qualified lead on Leads, so the pipeline moves without anyone typing. The business is emailed for each new meeting (the bot's contact email, or the owners), and anyone who switched on WhatsApp alerts on the Orders page gets a message for it too: the meeting's number and time with a link, never the visitor's name or details.

What is in the calendar event

The event is titled with the meeting's name and the visitor's name. Its description carries the visitor's email and phone, their company, what they would like to cover, their answers to your questions, their time zone, the page they booked from and the last few questions they asked the bot, so the host opens the meeting knowing what it is about. The visitor is the event's guest, so reminders, moves and joining work in the calendar you already use.

Without a connection

Meetings works one notch down with nothing connected: each booking is a request you confirm on Upcoming, the visitor proves their email with a code, and the confirmation carries a calendar file and your fixed link, or says you will call them. Everything else is the same.

Who on your team sees what?

The owner, admins and agents see and act on meetings, as they do with orders; editors do not. They all see the connections and who made each; a member disconnects their own, and the owner and admins can disconnect anyone's.

What is kept, and for how long

A meeting keeps the visitor's name, email and phone, their company, topic and answers, the last questions they asked the bot, the time, the host and the join link. The name, contact details, answers, questions and notes are erased 180 days after the meeting; the record of the meeting and its outcome stays until you delete the business. Telybot reads your calendar only as busy and free times, and keeps none of it. See Your data.