Prerequisites
- Group Calendars and How Bookings Are Shared — Who hosts is decided first
What Happens When Someone Books
One submission, several records, two invitations
What It Is
When a form with a calendar attached is submitted, the booking is not a note for someone to action later. Zyntro creates the meeting outright, puts it on the right person's calendar, and emails both sides.
By the time the person sees your thank-you message, the meeting exists.
How It Works
What gets created
The host is decided first. Before anything is written, Zyntro settles who is hosting — a group calendar's chosen member, or the calendar's owner. That same person owns the lead.
A contact, created or updated from the form's answers as with any submission.
A calendar event, on the host's calendar, blocking that time so nobody can double-book it. It is linked back to the form and to the contact.
A meeting record for a virtual meeting, with a joining link. Where a video integration is connected for the host, a real meeting space is created; otherwise Zyntro provides its own meeting room.
Attendee records for the host and the person booking, each with their own role and timezone.
Who is emailed
The person booking gets an invitation with a calendar file attached, plus links to reschedule or cancel. It is sent from the host's address on your verified sending domain.
The host gets a briefing rather than a bare invitation — the meeting details together with what Zyntro has worked out about the contact from their answers: a summary, the problems they described, and angles worth raising.
Timezones
The person booking chooses a time in their own timezone. The host sees it in theirs. Both invitations show the right local time for their recipient, and the meeting is stored so this stays correct.
Why It Matters
The host arrives prepared. The briefing email is the quiet advantage here. Someone walking into a call having already read what the person said, and what matters to them, has a materially better conversation than someone reading a name off a calendar.
A booking cannot be created twice. If a submission is retried — a flaky connection, an impatient second click — Zyntro recognises the same contact booking the same slot on the same calendar and returns the existing meeting rather than creating a duplicate. Two different people can hold the same slot on a group calendar, each with a different host, so that remains possible.
Keep-warm has something to work with. Because a booking produces a real meeting with a real date, the keep-warm action can schedule contact in the gap before it. Without a booking, keep-warm does nothing at all.
Warning: A verified sending domain is required for the invitation to the person booking. It is sent from the host's address on your verified domain. Without one configured, that invitation is not sent — the meeting still exists and the host is still told, but the person who booked receives nothing. Check your sending domain before relying on booking forms.
Info: Everything on the Form Actions screen still runs on a booking submission. A follow-up email, an SMS and the notifications all apply as normal, on top of the invitation.
Examples
A virtual consultation booked on a group calendar
The free member with the lightest load hosts. A meeting space is created, the event blocks their calendar, the client gets an invitation with a joining link and a calendar file, and the host gets a briefing on who they are about to meet.
An in-person appointment at your premises
The schedule's address is used. Both invitations carry the location, and no meeting link is created.
A site visit where the client supplies the address
Where the schedule's location mode allows it, the address the client entered on the form is used for the meeting rather than yours.
