How to Schedule Meetings with the Meeting Scheduler in CrmLeaf
All editions. Requires the MeetingScheduler add-on module, enabled by an Administrator. This module folds in and replaces the older, separate Zoom and Calendly integrations previously described on this page —…
Availability: All editions. Requires the MeetingScheduler add-on module, enabled by an Administrator. This module folds in and replaces the older, separate Zoom and Calendly integrations previously described on this page — Google Calendar/Meet, Zoom and Calendly now sit under one connected layer instead of three unrelated setups.
What's New NEW
R26.09 · Sep 2026This article previously described Google Calendar, Zoom and Calendly as three separate, unrelated connections. They are now unified under one add-on: Meeting Scheduler. Connect Google Calendar/Meet, Zoom and/or Calendly once, then create, reschedule or cancel meetings directly from a CRM record — a new Meetings tab on Leads — with an attendee/invite list and a meeting type that can be tied to a pipeline stage. A Calendly booking can still create a lead or deal automatically, the same behaviour as before, just folded into this module now.
This also resolves the Aug 2026 note that previously stood here: Google Meet is confirmed — it is one of the services Meeting Scheduler connects to, via the same Google Calendar OAuth connection. Microsoft Teams has not shipped, and there is no confirmation it is planned; treat any mention of Teams as unconfirmed rather than carrying the earlier hedge forward.
Shipped so far: connecting a calendar/Zoom/Calendly account and creating, rescheduling or cancelling meetings from a CRM record. Not yet live: public self-serve booking pages (an outward-facing link that lets someone else pick a time with you) — the routes exist in the product but are switched off. Do not promise a "book a time with me" link to customers until this is confirmed live.
R26.10 · Oct 2026Calendly connects in one click, and no longer depends on a webhook. Calendly is now connected through a one-click authorisation (the older method of pasting a token still works), and bookings reach CrmLeaf in two ways: in real time through a webhook, or through a scheduled sync that checks Calendly roughly every 15 minutes, with a Sync now button for an immediate check. The Calendly card also shows a connection-health state so a connection that needs attention is flagged. This helps accounts that cannot set up a webhook.
Overview
Meeting Scheduler is a single, unified layer over three meeting services — Google Calendar/Meet, Zoom, and Calendly — connected once and then used directly from your CRM records rather than in a separate calendar app. Instead of scheduling a meeting elsewhere and pasting a link onto a lead, you create, reschedule or cancel the meeting from the lead itself, on its own Meetings tab, with an attendee list and a meeting type. A meeting type can be tied to a specific pipeline stage, so the kind of meeting (say, a discovery call) lines up with where the deal sits. Calendly's inbound side is unchanged in effect: a booking on your Calendly page can still create a lead or deal automatically, without manual entry.
How It Works
One module now covers what used to be three separate setups. Each service is still connected on its own — Google Calendar/Meet and Zoom via OAuth (per user or per company depending on the service), Calendly via its booking connection — but once connected, meetings are created and managed from the CRM record itself, not from a separate calendar screen.
Enable module → Connect service(s) → Create meeting from a CRM record → Attendees invited, type set → Reschedule / cancel as needed
- Google Calendar/Meet, Zoom and Calendly are all connected under this one module rather than as separate integrations — enabling Meeting Scheduler is what you look for now, not separate Zoom or Calendly settings.
- Meetings are created, rescheduled or cancelled from a Meetings tab on Leads, so the meeting history sits with the record it concerns instead of only in an external calendar.
- Each meeting can carry an attendee/invite list and a meeting type; a meeting type can be tied to a pipeline stage, so scheduling a particular kind of meeting can line up with where a deal sits in its pipeline.
- Calendly's inbound booking behaviour is unchanged: a booking on your Calendly page creates a lead or deal automatically, which then flows into your pipeline like any other captured lead.
- Public self-serve booking pages are not live. The routes for an outward-facing "book a time with me" page exist in the product but are switched off — do not offer this to customers as a working capability yet.
- This module replaces the standalone Zoom module and Calendly integration described in earlier editions of this manual. Whether an account that already had those enabled separately migrates automatically, or needs to reconnect under Meeting Scheduler, is not yet confirmed.
Who Can Use This Feature?
Administrator
- Enable the Meeting Scheduler module for the account.
- Connect Google Calendar/Meet, Zoom and Calendly, as company-level or per-user connections as each service requires.
- Configure meeting types and, where useful, tie each one to a pipeline stage.
- Confirm that a Calendly booking still creates the intended record, and that meetings created from a CRM record reach the connected service correctly.
User
- Connect their own account for any service that requires a per-user connection.
- Create, reschedule or cancel a meeting from a lead's Meetings tab, with attendees and a meeting type.
- Follow up on leads or deals created automatically from a Calendly booking.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- Administrator access to CrmLeaf to enable the Meeting Scheduler module.
- A Google account, a Zoom account, and/or a Calendly account, depending on which services you use, each with rights to authorise a third-party connection.
- At least one pipeline configured, because Calendly bookings arrive as leads and meeting types can be tied to a pipeline stage.
For Administrators
Step 1: Enable Meeting Scheduler
What to do: Enable the Meeting Scheduler module for the account.
What to verify: The Meeting Scheduler connection settings become available.
Step 2: Connect the services you use
What to do: Connect Google Calendar/Meet, Zoom and/or Calendly, authorising each with the matching account. For Calendly, use the one-click connect and authorise the Calendly account whose bookings should create leads; pasting a Calendly token is the older method and is only needed if one-click connect is not available to you. Some connections are per company and some are per user — confirm which applies to each service as you connect it.
What to verify: Each connected service shows as active in the settings screen, and Calendly shows a healthy connection state rather than an Attention warning.
Step 3: Configure meeting types
What to do: Set up the meeting types your teams use (for example, a discovery call or a project review), and tie each one to a pipeline stage where that helps keep meeting activity aligned with deal progress.
What to verify: A meeting created with a given type reflects the pipeline stage you expect.
Step 4: Confirm bookings and CRM-created meetings behave as expected
What to do: Make one test Calendly booking and confirm it creates a lead or deal. If your account receives bookings through the scheduled sync rather than a webhook, the lead can take up to about 15 minutes to appear — use Sync now to check immediately. Then create a test meeting from a lead's Meetings tab and confirm it appears correctly in the connected service.
What to verify: Both directions work — bookings into CrmLeaf, and meetings created from CrmLeaf out to the connected calendar/service.
For Users
Step 1: Connect your own account, if required
What to do: Where your Administrator has enabled a per-user connection, connect your own Google, Zoom or Calendly account from the Meeting Connections tab in your own Profile Settings.
What to verify: The service you connected shows as connected on the Meeting Connections tab.
Step 2: Schedule a meeting from a lead
What to do: Open the Meetings tab on the lead, create the meeting, add attendees, and choose a meeting type.
What to verify: The meeting appears in the connected service (Google Calendar, Zoom, and so on) with the same time, title and attendees.
Step 3: Reschedule or cancel as needed
What to do: Use the same Meetings tab to reschedule or cancel the meeting rather than editing it only in the external calendar.
What to verify: The change is reflected in the connected service as well as on the lead.
Expected Result
A meeting created, rescheduled or cancelled from a lead's Meetings tab is reflected in the connected service and its attendees are notified; meeting types tied to a pipeline stage keep meeting activity legible against deal progress; and Calendly bookings continue to create leads automatically — all through one connected layer instead of three separate integrations.
Service Organisation Context
Service delivery is largely booked time: discovery calls, requirement workshops, review sessions and steering meetings. Having the meeting itself live on the lead or deal — rather than only in an external calendar — means the meeting history, attendees and outcome sit alongside everything else known about that engagement. A self-service booking page would remove the scheduling exchange before a first conversation entirely, but that capability is not live yet in CrmLeaf, so plan on Calendly bookings and manually scheduled meetings for now. Where consultants charge by the hour the meeting is often the billable unit itself, so time logged against the project, not the calendar entry, remains the record of what is charged. Sales teams in any edition use the same connected layer.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Meeting Scheduler is an add-on module and must be enabled before its settings appear. Confirm plan inclusion.
- Public self-serve booking pages are not live. Do not promise customers a "book a time with me" link until this is confirmed shipped.
- This module replaces the older, separately described Zoom and Calendly modules. If your account previously used either independently, check with CrmLeaf whether moving to Meeting Scheduler is automatic or requires reconnecting.
- Microsoft Teams has not shipped as a meeting option, despite an earlier note in this manual raising it as a possibility alongside Google Meet — only Google Meet has actually shipped.
- Calendly still creates a lead or deal, not a meeting record by itself. Plan the follow-up process accordingly.
- Meeting-related features also exist in the Performance module for one-to-one meetings; those are separate from Meeting Scheduler.
Common Scenarios
Example: inbound demo bookings. A marketing page links to a Calendly booking page. Each booking creates a lead in CrmLeaf, and the sales team works those leads through the normal pipeline instead of watching a mailbox.
Example: online client review, scheduled and rescheduled from the record itself. A project manager schedules a review meeting directly from the client's lead, then reschedules it from the same Meetings tab when the client asks to move it — no separate trip to a calendar app, and the meeting history stays with the lead.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Meeting Scheduler settings cannot be found | The add-on module is not enabled for the account | Enable the module in module settings, or confirm plan inclusion |
| A Calendly booking does not create a lead | The Calendly connection is not complete, is connected to a different Calendly account, or shows an Attention state | Check the connection-health state on the Calendly card, reconnect Calendly under Meeting Scheduler, and make a test booking |
| A Calendly booking appears in CrmLeaf several minutes late | The account receives bookings through the scheduled sync (about every 15 minutes) rather than a real-time webhook | Use Sync now for an immediate check; the delay is expected between syncs |
| A meeting created from a lead does not appear in Zoom or Google Calendar | The relevant connection is not complete or its credentials are no longer valid | Reconnect the service and create a test meeting from a lead |
| I was told about a link customers can use to book a time with me | Public self-serve booking pages are not live yet — this capability is not switched on | Do not offer this to customers. Use a Calendly booking page or manual scheduling instead until it ships |
| Meetings created under the old Zoom or Calendly setup seem to have disappeared | Not yet confirmed whether existing standalone connections migrate automatically to Meeting Scheduler | Check with CrmLeaf before assuming data loss; reconnect the service under Meeting Scheduler if needed |
Frequently Asked Questions
Do I need to connect all three services?
No. Connect only the services you use — Google Calendar/Meet, Zoom and Calendly are independent connections under the one Meeting Scheduler module.
How does Calendly connect, and why can a booking take a few minutes to appear?
Calendly connects through a one-click authorisation (pasting a token still works). Bookings arrive through a real-time webhook or through a scheduled sync that runs about every 15 minutes, and Sync now checks immediately. Both routes use the same booking handling, so the resulting lead is the same either way.
Does a Calendly booking create a deal as well as a lead?
The documented behaviour is that a booking creates a lead or a deal. Confirm the exact rule with the product team for your account.
Can I give customers a link to book a time with me directly?
Not yet. Public self-serve booking pages exist in the product but are not switched on. Use a Calendly booking page in the meantime.
Is Microsoft Teams supported as a meeting option?
No. Only Google Meet, alongside Google Calendar, Zoom and Calendly, has shipped as part of Meeting Scheduler. Teams was raised as a possibility in an earlier release note but has not shipped and is not confirmed as planned.
I had Zoom or Calendly set up separately before. Do I need to redo that?
Not yet confirmed. Check with CrmLeaf whether an existing standalone connection carries over automatically or needs to be reconnected under Meeting Scheduler.
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