Overview

Calendar Meeting Templates extends the Progrid Calendar with an optional template system designed for teams that schedule customer-facing meetings from CRM opportunities. It replaces manual event setup with pre-configured templates that auto-fill attendees, addresses, durations, and notification workflows.

Purpose

When sales teams schedule meetings from CRM opportunities, they typically need to:

  • Set the meeting duration and block travel time

  • Add the right attendees (salesperson, customer, team lead)

  • Fill in the meeting address from the opportunity

  • Send a confirmation email or SMS to the customer

  • Send reminders before the meeting

  • Track whether the customer confirmed or declined

This module automates all of that through meeting templates.

Target Users

Sales Representatives

Create meetings from CRM opportunities. Templates auto-fill everything so reps just pick a template, verify the details, and click send.

Sales Managers

Configure templates for the team. Define what notifications go out, when reminders fire, and how event titles display on the calendar.

Key Concepts

Meeting Templates

A template is a pre-configured set of defaults that gets applied when creating a calendar event. Templates control:

  • Duration and buffers - How long the meeting is, plus travel/prep time before and after

  • Attendee rules - Who gets automatically added (salesperson, customer, team lead)

  • Notification configs - What emails/SMS to send and when

  • Title template - How the event title gets generated from CRM fields

  • Address behavior - Whether to auto-fill the address from the opportunity

Templates are optional. Users can still create plain calendar events without a template.

Note

When you select a template, all fields fill in instantly before you save. Everything remains editable after a template is applied.

Meeting Venue

Each meeting has a venue configuration made up of three parts:

Meeting Type

How the meeting happens: In-Person, Phone Call, Video Conference, Hybrid, or TBD.

Meeting Location

Where it happens (for in-person meetings): Office, Client House, Jobsite, or Other. Some locations auto-fill the address from the company or the CRM opportunity.

Video Platform

Which platform to use (for video meetings): Microsoft Teams, Zoom, Google Meet, or Discuss.

The venue determines what the {venue} field code resolves to in dynamic titles.

See also

Venue Configuration for setup and customization details.

Notification Configs

Each template has one or more notification configurations, one per event type:

  • Confirmation - Sent when the meeting is booked

  • Confirmation Request - Sent to request RSVP (with accept/decline buttons)

  • Reminder - Sent before the meeting (24h, 1h, etc.)

  • Update - Sent when meeting details change (date, time, location)

  • Cancellation - Sent when the meeting is cancelled

Each config defines:

  • Which channel to use: email, SMS, or follow the customer’s preference

  • The email template and SMS template content

  • Which action buttons to show (accept, decline, reschedule, view)

  • Landing page text and styling for SMS recipients

Booking Status

Events with a confirmation workflow track their booking status:

BOOKED

Confirmation sent, customer notified. No response yet.

INVITED

RSVP request or reminder with accept/decline buttons was sent. Customer can now respond.

CONFIRMED

Customer accepted the meeting.

DECLINED

Customer declined the meeting.

RESCHEDULING

Customer requested to reschedule.

The status appears in the event title via the {status} field code and displays as a badge on linked CRM opportunities.

Buffer Time

Templates support blocking extra time around meetings:

  • Buffer Before - Travel or prep time before the meeting

  • Buffer After - Wrap-up or travel time after the meeting

The customer sees only the meeting duration in notifications. Staff calendars block the full duration including buffers.

Tip

A 1-hour meeting with 30-minute buffers blocks 2 hours on the calendar but shows “1 hour” to the customer.

Parent-Child Templates

Notification email and SMS templates use a parent-child architecture:

  • Parent templates are master blueprints managed in Technical Settings

  • Child templates are per-notification copies that can be edited independently

  • Editing one notification’s template never affects other notifications

  • Reset to Parent restores a child to match the current parent

  • Reset to Factory restores a parent to its original content

Warning

Resetting a parent template to factory affects all notification configs that haven’t created their own child copy yet. Reset children individually when possible.

CRM Integration

The module connects deeply with CRM opportunities:

  • Auto-linking - Events created from opportunities are automatically linked

  • Attendee sync - When a lead’s salesperson changes, meeting attendees update automatically

  • Title sync - When lead fields change (name, address, stage), event titles regenerate

  • Status display - The next meeting’s booking status shows on the CRM kanban card

Tip

Creating meetings directly from CRM opportunities is the recommended workflow. It enables all CRM-powered features including address auto-fill, dynamic titles, and attendee rules.

Next Steps