Creating Meetings

Overview

When creating a calendar event, selecting a meeting template auto-fills attendees, address, duration, buffer time, and notification settings. Templates are optional — you can still create plain events.

Important

Permissions Required: Any user with the Calendar Notifications User group can create meetings with templates.

Creating a Meeting from a CRM Opportunity

This is the most common workflow. The meeting links to the opportunity automatically.

  1. Open a CRM opportunity

  2. Click Activities or Schedule Activity

  3. Select Meeting as the activity type

  4. The calendar event form opens with the opportunity pre-linked in x_lead_id

  5. Select a Meeting Template (e.g., “Site Visit”, “Phone Call”):

    • Duration fills from the template (e.g., 1 hour)

    • Buffer time blocks travel/prep time on your calendar

    • Attendees are added based on template rules (salesperson, customer, team lead)

    • Address auto-fills from the opportunity (for site visit templates)

    • Title generates from the template pattern (e.g., “BOOKED - Estimate - John Smith - 123 Main St”)

  6. Verify the details and adjust if needed. All fields remain editable after template application.

  7. Click Save

Tip

The template is applied via onchange — you see the results instantly before saving. If something looks wrong, just change it.

Creating a Meeting from the Calendar

  1. Navigate to Calendar

  2. Click on a time slot to create a new event

  3. Fill in the event details

  4. Select a Meeting Template to apply defaults

  5. If you set Lead/Opportunity, the CRM integration activates (address auto-fill, dynamic title, attendee rules)

  6. Click Save

Note

When creating from the calendar (not from a CRM opportunity), the x_lead_id field won’t auto-fill. You can manually set it to enable CRM integration features.

What Happens When You Select a Template

When you pick a template, the following happens instantly in the form:

Duration & Buffers

  • Meeting Duration sets to the template default (what the customer sees)

  • Buffer Before and Buffer After set travel/prep time

  • Your calendar blocks the full duration (meeting + buffers)

Example: 1hr meeting, 30min before, 30min after

Customer sees:    |===== 1 hour =====|
Your calendar:  |--30min--|===1hr===|--30min--|
                ←————— 2 hours total —————→

Attendees

Template attendee rules automatically add people based on the linked opportunity:

  • Add Salesperson — adds the opportunity’s assigned salesperson

  • Add Customer — adds the opportunity’s contact

  • Add Team Leader — adds the sales team’s leader

Rules are configurable per template. If the opportunity’s salesperson later changes, attendees update automatically (if Sync on Change is enabled on the rule).

Address

For templates with Auto-Fill Address enabled (e.g., site visit templates):

  1. System checks the opportunity’s partner for an address

  2. Falls back to the opportunity’s own address fields

  3. Falls back to manual entry

Other templates (phone, video) skip address auto-fill.

Note

Address auto-fill uses the partner’s address first. If the partner has no address, it falls back to the opportunity’s address fields (street, city, etc.).

Title

If the template has a Title Template, the event name generates dynamically:

Template: "{status} - Estimate - {customer} - {street}, {city}"
Result:   "Estimate - John Smith - 123 Main St, Boston"

The {status} prefix updates automatically as the booking progresses (BOOKED → INVITED → CONFIRMED).

See Dynamic Titles for all available field codes.

Meeting Venue

After selecting a template, the venue fields reflect the template’s defaults:

  • Meeting Type — In-Person, Phone, Video, Hybrid, or TBD

  • Meeting Location — Office, Client House, Jobsite, Other (shown for in-person/hybrid)

  • Video Platform — Teams, Zoom, Google Meet, Discuss (shown for video/hybrid)

You can change the venue after the template is applied. The {venue} field code in the title updates to match.

See also

Venue Configuration for setup and customization of types, locations, and platforms.

After Saving

After saving, the event appears on the calendar. The next step is typically to send a confirmation to the customer. See Notifications.

Note

Templates use manual confirmation by default. The customer is not notified until you explicitly click the confirmation button. This gives you time to verify details before sending.

Next Steps