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, Set up and Connections.

Meetings is an add-on. It comes with the Scale plan. 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.

Set it up in three steps

Sales → Meetings → Set up has three steps. The card at the top shows what is done, what is next, and the switch. Save keeps your work at any point.

1. Where meetings go

• Into your calendar is the one we recommend. A visitor picks a free time and the meeting is booked at once in the host's own Google Calendar or Microsoft 365 calendar. The calendar sends the invitation, and a time that is taken there is never offered.
• Without a calendar needs nothing connected. Visitors pick a free time and the meeting is booked at once: Telybot emails a calendar invitation to them and to your team, with your own meeting link or a phone call. Switch on I confirm each meeting first to confirm each one on Upcoming instead.

With the first choice, connect your calendar in the same card:

1. Under Your calendar, press Connect beside Google Calendar or Microsoft 365.
2. Sign in 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. You come back to Set up, and the calendar shows as Connected. The first person to connect becomes the host, so a business of one never has to choose.

Then choose how people meet, in the same card:

• Google Meet or Microsoft Teams: the host's calendar makes the link, Google Meet for a Google calendar and Teams for Microsoft 365. Teams needs a work or school account. Someone with a personal Outlook account can host with Zoom, your own link or a phone call.
• Zoom: each host connects their own Zoom account, and every meeting gets its own Zoom link with the waiting room on. Zoom works with a calendar or without one.
• Your own meeting link: the same room every time, such as a Meet, Teams, Zoom, Webex or Whereby link you already have.
• A phone call: your team calls the visitor at the time they picked.

With Meet, Teams or Zoom you can add a fallback link, which is used if the connection breaks.

A team chooses Who hosts in the same card. Each name says what that person's meetings use, or what they still need to connect, and someone who has not connected yet is skipped until they do. With two or more, choose Round robin under Several hosts: each booking goes to the host who is free at that time and was given a meeting longest ago. Someone who connects both calendars chooses where new meetings go (New meetings go to), and the busy times in both are never offered. A team can mix them: one host on Google Calendar, another on Microsoft 365.

2. When you meet

Name the meeting ("Product demo", "Intro call"), choose its length (15, 20, 30, 45 or 60 minutes), and set the Time zone and the hours of each weekday. Visitors see the free times in their own time zone.

3. Switch it on

When steps 1 and 2 show Done, switch on Offer meetings in the chat and save. Try it in the chat opens Your bot → Test, where a booking is marked as a test and never counted.

More settings

More settings, folded under the steps, holds the rest:

• how often a meeting may start, and 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;
• the days you are closed;
• what to ask: a phone number, the company, what they would like to cover, and up to three questions of your own, each a text answer or a choice;
• Confirm the email with a code;
• The button: the words of the chat's meeting button, up to 30 characters, such as "Schedule a meeting". Left empty, it says "Book a Product demo", with your meeting's name, in the chat's language;
• One meeting per person, on unless you switch it off (see below);
• Also invite, up to five email addresses invited to every meeting, such as a shared sales inbox, and A line in the confirmation ("Have your questions ready").

Every account in one place: Connections

Sales → Meetings → Connections lists every calendar and Zoom account your team connected, with one card each for Google Calendar, Microsoft 365 and Zoom. Each account shows whose it is, whether it works, whether that person hosts, and how many upcoming meetings are booked into it. Each card also says which app the platform connects through: Telybot's, or your own (below).

• Connect adds your own account. Everyone connects their own, signed in as themselves, and comes back to this page.
• Check makes one event, removes it again, and tells you the connection works. Telybot also checks every connection each night.
• Reconnect appears on an account that stopped working. Only its owner can reconnect it, so a teammate's account says to ask them.
• Disconnect says first how many upcoming meetings are booked into the account. The owner and admins can disconnect anyone's.

Other ways to meet shows your own meeting link and the phone call, which need nothing connected. Webex, Whereby, Jitsi or any other app works through your own meeting link. The same accounts are also listed, with everything else your bot is connected to, on Workspace → Connections.

When a connection changes

Disconnect removes an account 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 it was the last working host, meetings go on with your own meeting link or by phone, with Telybot's invitation, until someone connects again; with neither, the chat stops offering meetings until then. A meeting on a host's Zoom that no calendar holds moves to your own link when their Zoom is disconnected, and its invitation is updated.

If a connection stops working (a password change or a revoked permission), Telybot tries to repair it itself, and again when the next visitor asks for a meeting. Until it works, a booking goes ahead with your fallback link and Telybot's invitation when you have one, and is a request you confirm when you do not; Set up and Connections show Reconnect needed, and the person who made the connection is emailed, at most once a day. Reconnect fixes it.

When your IT admin must approve Telybot

Some organisations on Microsoft 365 let only their IT admin approve new apps. When you connect, Microsoft says so, and Telybot tells you what to do next:

1. On Sales → Meetings → Connections, open If your organisation must approve Telybot first on the Microsoft 365 card.
2. Press Copy the approval link and send it to your IT admin.
3. Your admin opens the link, signs in and approves Telybot once, for everyone in your organisation. Microsoft then brings them to this page.
4. Press Connect again.

Telybot's apps, or your own

Your team connects Google Calendar, Microsoft 365 and Zoom through Telybot's own apps, so there is nothing to set up: everyone presses Connect and signs in as themselves. If a card says a platform is not available, add your own app for it, as below.

If your business would rather use its own app with Google, Microsoft or Zoom, an owner or admin can switch to it, for any of the three, on its card on Sales → Meetings → Connections or under Google, Microsoft and Zoom apps on Workspace → Connections:

1. Open Use your own Google app instead (or Microsoft, or Zoom).
2. Create the app in the Google Cloud console, the Microsoft Entra admin center or the Zoom App Marketplace, following the steps on the card. Copy the redirect URIs and the permissions it shows into your app.
3. Paste your app's client ID and client secret, and press Check and save. Telybot asks the provider whether it accepts them before saving, and keeps the secret encrypted.

From then on, new connections go through your app. Accounts already connected keep working through the app they were made with until they connect again. If you remove your own app, or save a different one in its place, new connections go through Telybot's or the new one, and the accounts and Google Sheets connections made through the old one are marked to connect again, with their owners emailed; the card says how many before you remove it.

A Google app of your own must be published and verified by Google, unless everyone who connects is in your own Google Workspace. Until then Google warns that the app is unverified, and accounts connected while it is in testing stop working after seven days.

What does the visitor see?

The chat shows Book a Product demo under the greeting, and a calendar button beside the message box for the rest of the chat. When a visitor taps it, or asks "can I get a demo?", "can we talk about pricing?" or "book a call", in any language, the bot answers at once with the four soonest free times, at most two a day, in the visitor's own time zone: "Happy to set up a Product demo (30 min, online). Pick a time below, or tell me a day and time that suits you." More times opens every free time, day by day. When the bot cannot answer a question and hands over to a person, it also offers Would you rather book a Product demo?

A visitor can also type a time, in their own clock:

The time is always repeated back before anything is booked. When there is no free time at all before the diary closes, the bot says so, and offers Talk to a person when your bot takes messages.

1. Tapping a time opens one short form with that time at the top, and Change to pick another: 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. When it knows the name and the email and you ask nothing that must be answered, it is one tap: "Book Thu, 28 Oct, 3:00 pm for Asha Rao (asha@example.com)?"
2. 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, under More settings on Set up, asks for it on every booking.
3. The card in the chat shows the meeting's number, the time in their zone and Join the meeting, Add to calendar (Google Calendar, Outlook, or Apple and any other calendar), Pick another time and Cancel meeting. Google and Microsoft send their usual invitation with the link; otherwise Telybot's email carries it as a calendar invitation, with a link that opens the chat on the meeting, to change or cancel it from any device.

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.

One meeting per person

Unless you switch it off under More settings, each person keeps to one meeting:

• Someone with a meeting coming up cannot book another. When they tap the button or ask for a demo, the bot shows their meeting instead of times, with Pick another time and Cancel meeting. Changing the time is always allowed.
• Each person books once a day, by your time zone. Cancelling and booking again the same day is refused; a meeting your team cancelled or declined does not count. Tests from Your bot → Test never count.

"The same person" is the same chat, the same browser, the same signed-in customer of your own site or app, or the same email address once its owner has proven it with the code (for Gmail, also with dots or a "+" added): always without a calendar, and with one when Confirm the email with a code is on. An address nobody has proven never counts, so no one can block a stranger by typing theirs; phone numbers never count, for the same reason. When only the email address matches, the visitor is told that the address already has a meeting and how to change it from the invitation email, and nothing about the meeting itself.

Someone with a new email address in a new browser still looks like a new person. The email code makes each address a real one, and one internet address can book at most three meetings a day. Switch it off when people come back often, as at a clinic or with a tutor.

Run the day from Upcoming

Sales → Meetings → Upcoming opens on Next 7 days: your meetings grouped by day (Today, Tomorrow, then each date), each with its time, the visitor's own time when they are somewhere else, their name, company, email and phone, where you meet, and Join. Above it, The next meeting says when it starts ("In 45 min") with Join, and if you confirm each meeting first, Waiting for you lists the requests to answer. Day shows one day at a time, and All meetings has filters and Export CSV for a spreadsheet. Times are in your business's time zone.

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, the chat it came from, and Earlier meetings with this person, recognised the same way as for one meeting per person.

• Change time moves a meeting that has not started: pick a day and one of its free times. Your hours and the host's calendar still count, but not the notice or how far ahead visitors may book. The calendar event moves, the visitor sees the new time in their chat, and their invitation moves with it (from the calendar, or from Telybot when no calendar sends it). A move by your team does not count against the two moves a visitor may make.
• 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.

While meetings are on, Dashboard shows a Meetings today card: how many there are today and when the next one starts. With the add-on but meetings still off, the same card says what is left and opens Set up.

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 (at the top of Upcoming, Orders, Bookings or Candidates) 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 calendar

With Without a calendar, a visitor picks a free time within your hours and the meeting is booked at once, with your own meeting link or a phone call:

• The visitor proves their email with a 6-digit code, and Telybot emails them a calendar invitation with the link, sent in your business's name. Your team gets the same invitation with the visitor's details, so accepting it puts the meeting in your calendar. Anyone in Also invite gets it too.
• A phone call always asks the visitor for their number, so your team has one to call.
• A move sends both invitations again with the new time, and a cancellation takes them back.
• Telybot cannot see the other appointments in your calendar this way, so it avoids only its own meetings and keeps to your hours. Connect a calendar to have busy times left out as well.

With I confirm each meeting first on, each booking is a request you confirm on Upcoming, and the invitation goes out when you do. The same happens when a host's calendar cannot be used and you have no fallback link: there is nowhere to meet yet, so the meeting waits for you.

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.