Appointment booking

Appointment booking gives prospects a public link where they can select an available time. insideCRM checks the host's calendar, creates the appointment and sends a calendar invitation. This removes most scheduling by email or phone.

The feature supports one-to-one appointments with one host. Group bookings, payments and automatic distribution across several hosts are not included.

Examples

Templates only prefill the editor. They create no demo or contact records and remain fully editable.

Configure a booking page

1. Open Management → Meeting scheduler and choose Create booking page or a template.
2. Enter a clear name and description, then select the host and authoritative time zone.
3. Configure duration and start interval. A 30-minute meeting with a 15-minute interval may start at 09:00, 09:15 or 09:30.
4. Configure buffers, minimum notice and maximum booking horizon.
5. Add weekly availability windows. Windows on the same day must not overlap.
6. Select a sender account when possible. Without one, insideCRM uses the platform sender and displays a warning.
7. Add the privacy notice link, configure reminders and keep the security check enabled.
8. Activate the page, open its preview and complete a test booking with synthetic data.

Availability calculation

insideCRM combines weekly availability with duration, start interval, notice, booking horizon and buffers. Busy calendar entries for the host are excluded. Calculations use the booking page's time zone and are displayed in the guest's selected time zone. Invalid local times during daylight-saving transitions are never offered.

If two guests request the same slot concurrently, only the first transaction can succeed. The second guest receives current alternatives.

Guest flow

The guest selects a time zone, date and time, enters their name and email address and confirms the booking. insideCRM atomically creates the booking, calendar event and participant. The guest receives an ICS invitation and a secure management link. That link shows the current status and allows the guest to choose another available time or cancel. Existing legacy cancellation links remain valid.

CRM matching

insideCRM searches the active tenant for a non-deleted person with the same normalized email address. Exactly one match is linked. No match or multiple matches leave the booking unchanged and mark it for review. The booking flow never creates a CRM person automatically and never overwrites an existing contact.

Email, reminders and failures

Confirmation, rescheduling and cancellation generate appropriate ICS messages. The default reminder is sent 24 hours before the appointment. Temporary mail failures do not roll back a successful booking. Delivery is retried a limited number of times and its state appears in the booking list. Administrators can explicitly retry a terminal failure.

Privacy and abuse protection

The public page displays the configured privacy notice and only collects details required to arrange the appointment. Management tokens are encrypted at rest and never logged. Read, booking and management requests use separate rate limits. A honeypot and the configured reCAPTCHA assessment protect public writes.

Archive obsolete pages instead of deleting them. Archived pages are no longer publicly available while their bookings, delivery records and immutable change history remain intact.

Troubleshooting

Related features

• Calendar and appointments
• Manage insideCRM