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Book Virtual Client Meetings
Schedule client calls from email on the host's calendar
Use this Agent instantly or customize it - no programming needed
- client meeting requestclient meeting request
Your client's email and thread show when they want to meet and whether you already confirmed it.
- host booking ruleshost booking rules
Your host's working hours, time zone, meeting length, and notice rules guide the booking.
- host availabilityhost availability
Your host's busy times show which requested slots remain open.
- existing meetingexisting meeting
Your host's calendar shows whether an earlier confirmation already has a matching meeting.
Your client email inbox reads meeting requests and keeps replies in the client's email thread.
Your meeting calendar shows open time and books private meetings with new video links.
- clarification emailclarification email
Your client gets a specific question in the same email conversation before any booking.
- alternative times emailalternative times email
Your client gets a few open times to choose from while your host's calendar stays unchanged.
- calendar meetingcalendar meeting
Your host's calendar blocks the chosen time for a private meeting with the client and a new video link.
- booking update emailbooking update email
Your client hears that booking is still pending when the meeting or video link fails.
- coordinator alertcoordinator alert
Your coordinator gets an inbox alert when the calendar cannot complete the booking.
- meeting confirmation emailmeeting confirmation email
Your client gets the confirmed time, time zone, host, and video link in their email thread.
This Agent starts when a client emails a virtual meeting request. It checks the host's calendar and books an open time with a new video link. Your client gets the time, host, and link in the same email thread.
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GmailUsed as:
- Client email inbox
Gmail reads meeting requests and keeps replies in the client's email thread.
Microsoft OutlookUsed as:
- Client email inbox
Microsoft Outlook reads meeting requests and keeps replies in the client's email thread.
- Meeting calendar
Microsoft Outlook shows open time and books private meetings with new video links.
ZoomUsed as:
- Client email inbox
Zoom reads meeting requests and keeps replies in the client's email thread.
- Meeting calendar
Zoom shows open time and books private meetings with new video links.
Microsoft Office 365Used as:
- Client email inbox
Microsoft Office 365 reads meeting requests and keeps replies in the client's email thread.
Zoho MailUsed as:
- Client email inbox
Zoho Mail reads meeting requests and keeps replies in the client's email thread.
Microsoft ExchangeUsed as:
- Client email inbox
Microsoft Exchange reads meeting requests and keeps replies in the client's email thread.
Made for your industry
Book Virtual Client Meetings is made for businesses in these industries.
- Advertising and Marketing
Schedule client campaign calls and send the video details.
Show all Agents for the Advertising and Marketing industry - IT Services
Schedule client project calls with the assigned host.
Show all Agents for the IT Services industry - Consulting
Book client consultation calls in the consultant's open time.
Show all Agents for the Consulting industry - Staffing and Recruiting
Arrange client hiring calls with the account lead.
Show all Agents for the Staffing and Recruiting industry - Financial Services
Arrange client advisory calls and confirm the private video link.
Show all Agents for the Financial Services industry - Real Estate
Book buyer and seller calls around the real estate agent's availability.
Show all Agents for the Real Estate industry - Legal Services
Book client consultation calls and send the private meeting link.
Show all Agents for the Legal Services industry - Insurance
Book policyholder calls on the advisor's calendar.
Show all Agents for the Insurance industry - Public Relations
Arrange client briefing calls and confirm the video details.
Show all Agents for the Public Relations industry - Architecture and Engineering
Reserve design review calls on the project lead's calendar.
Show all Agents for the Architecture and Engineering industry - Management Consulting
Set client strategy calls in the lead consultant's calendar.
Show all Agents for the Management Consulting industry - Accounting and Bookkeeping
Book client review calls around the accountant's available time.
Show all Agents for the Accounting and Bookkeeping industry
Made for your role
Book Virtual Client Meetings is made for people in these roles.
- Administrative Assistant
Turn client email requests into booked video meetings.
Show all Agents for the Administrative Assistant role - Scheduling Coordinator
Book client video meetings and reply with confirmed details.
Show all Agents for the Scheduling Coordinator role - Executive Assistant
Reserve client calls on the executive's calendar.
Show all Agents for the Executive Assistant role - Sales Coordinator
Reserve client calls on the sales host's calendar.
Show all Agents for the Sales Coordinator role - Account Coordinator
Place client meetings on the account lead's calendar.
Show all Agents for the Account Coordinator role - Customer Success Coordinator
Book customer calls on the host's calendar from email.
Show all Agents for the Customer Success Coordinator role - Client Services Coordinator
Book client calls on the host's calendar and confirm the link.
Show all Agents for the Client Services Coordinator role
Made for your department
Book Virtual Client Meetings is made for people in these departments.
- Sales
Put client calls on the sales host's calendar and confirm the time.
Show all Agents for the Sales department - Client Services
Move client meeting requests from email to booked calls.
Show all Agents for the Client Services department - Administration
Turn client meeting requests into confirmed calls.
Show all Agents for the Administration department - Scheduling
Book client video calls in the host's open calendar time.
Show all Agents for the Scheduling department - Executive Office
Reserve client calls for the host and send the join link.
Show all Agents for the Executive Office department - Customer Success
Schedule customer calls and return the confirmed video link.
Show all Agents for the Customer Success department
How Book Virtual Client Meetings works
4 steps, in order, on every run.
-
Read the meeting requestRead the client's email and thread for preferred times. Skip a request already confirmed, or ask for details the booking rules cannot settle.
-
Find an open timeCheck the host's calendar against your booking rules. Choose the earliest time that fits, or email open alternatives for the client to choose.
-
Book the video meetingReserve the time on the host's calendar and request a new video link. Check that the saved meeting has a usable link.
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Send the confirmationReply in the client's email thread with the confirmed time, time zone, host, and video link.
How to Get Started
Connect the tools you already use, such as Gmail, Microsoft Outlook or Zoom.
6 tools
- Connect the designated client meeting inbox and the host's writable calendar, with permission to read busy times and create video meetings.
- Set the host's name, time zone, working hours, meeting length, booking window, and minimum notice for requests that omit those details.
- Choose a calendar account whose video meetings use restricted guest access, and keep each new meeting's calendar details private.
Use safe mode to approve every result before it goes out, or let the Agent run automatically.
FAQs
Frequently asked questions about the Book Virtual Client Meetings:
You connect the client inbox and the host's writable calendar. You set the host's working hours and booking rules.
You choose the host's booking rules. If a detail remains unclear, the Agent asks the client in the same email thread before booking.
The Agent emails a few open alternatives. The host's calendar stays unchanged until the client chooses one.
Choose a calendar account that supports restricted guest access. The Agent keeps meeting details private on the calendar and shares the link with the client.
It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.
Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.
The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.
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