Scheduling

Overview

Open Tools > Scheduling to manage calendars, meeting owners and booking links for the selected client. Use Connect my calendar for your own setup, or the owner and team rows when you have management access. Saving setup does not change client defaults or campaign assignments. Expand Your booking links and appointments for personal links and upcoming bookings. Staff also have Meeting Instructions and Booking calendars for detailed client guidance and specialist calendar settings.

How to use this page

Switch between the tabs
Open Tools > Scheduling in the Platform sidebar. The Scheduling view shows Your calendar, plus Meeting owners and Team booking links when a client is selected. Expand Your booking links and appointments for personal links and upcoming bookings. Staff also have Meeting Instructions and Booking calendars for the selected client. Client users see the Scheduling workspace without a tab bar.
Connect a calendar for public booking links
Select Connect my calendar, then check Who is this for? Choose your existing meeting owner when listed. Choose Google Calendar or Microsoft 365 and approve access with that provider. After returning, select an active booking link or create one by choosing meeting length, buffer, time zone, available days and From/Until hours. New links use 24 hours of notice and a 60-day booking window; adjust these later in Your booking links and appointments. An existing link keeps its hours, length, time zone and meeting location. Select Save setup. Staff work calendars continue supporting existing links; connect an external account only when you want bookings on a different calendar.
Connect Calendly or HubSpot, or use a booking link
For a new setup, open Connect my calendar or an owner row's Connect button and check Who is this for? Choose Calendly. If none is connected, open Calendly settings, generate a personal access token, paste it and select Connect Calendly. The form names the company or person receiving the connection; expand Help creating a token if needed. With one connected account, it is selected automatically. With several, choose the Calendly booking account. New Calendly connections have Let agents make changes on automatically. Expand Account permissions to review or turn off this access, or Connect another account to add one. Reconnecting an existing account keeps its saved permissions; if changes were turned off, enable them here when you want automated booking. After connecting a company account, review the setup result. SalesHive links eligible existing Calendly calendars whose saved booking link and meeting length match one active event, then checks availability for the next seven days. With scheduling management access this covers the company's calendars. Without it, only calendars whose meeting owner matches your sign-in email are linked, and shared event types such as collective or round robin need a manager. Review any calendar that needs attention. If the calendar you are managing was linked, its meeting details are already saved and you can select Close. For a new calendar or one that still needs configuration, select Continue to meeting type with management access. In Step 2, enter the calendar or team name, Calendly meeting type link, actual meeting length and time zone, then select Save setup. Manage or change account returns to Step 1. HubSpot opens its account connection options and connects CRM data. To use a HubSpot meeting page, select Choose another provider, then Booking link and enter the URL. Another app opens the supported connector catalog, with Use a booking link to finish with a scheduling URL. Save setup appears only in the booking settings. Connecting alone does not prove booking is ready. For an existing calendar, select Manage on its owner or team row. A saved HubSpot meeting link opens in Booking link with its saved URL. A Calendly calendar without a selected connection opens Calendly account setup; one with a selected connection opens its meeting-type settings. Review the settings and select Save setup.
Reconnect or disconnect your calendar
In Your calendar, select Manage or Connect, then choose Google Calendar or Microsoft 365. For your connected account, Reconnect reauthorizes access. Disconnect opens an inline confirmation: select Disconnect calendar to remove access or Keep connected to cancel. Your SalesHive booking links stop accepting bookings until you reconnect; existing invitations remain on the calendar. If a provider connection is not configured, its connect button is disabled and the dialog directs you to your SalesHive team.
Set up a meeting owner or shared team link
With management access, use Connect or Manage beside an owner, or Add team link. Manage owners opens Meeting Settings. A person using Google or Microsoft must approve their own calendar access and confirm available hours; use Copy setup link when shown and share it with that person. Someone without a SalesHive account needs an invitation from their client administrator first. For a shared provider link, enter the team name and URL, then select Meeting owners using this link. Saving replaces those selected owners' saved SalesHive scheduling links; it does not change the provider's team or rep assignment. Manage a shared link from its team row. Older calendars without a saved owner appear under a meeting owner when the calendar email matches only that owner and no other owner uses the same booking URL. Names alone are not enough. Shared or unclear matches stay under Team booking links. Opening the page changes no saved settings. Saving a matched calendar from the owner row records its ownership; client defaults and campaign assignments stay unchanged. Specialist setups direct you to Booking calendars.
Check saved setup and choose routing
With management access, reopen a saved calendar with Manage and select Check saved setup. It checks open times and whether the saved page can be used, without submitting a meeting. Read the result; saving alone does not mean Ready to book. Booking controls lets you enable SalesHive scheduling, allow automated booking after checks pass and include an individual calendar in SalesHive round robin. These controls do not turn off the public booking page or change existing meetings. Expand Default calendar and round robin to select an active client default or Round robin across eligible calendars, then confirm Save routing. Campaign-specific choices take priority. If no eligible calendar is ready, a person must handle booking.
Manage your booking links
Expand Your booking links and appointments to create a booking link, set meeting length, availability, buffer, minimum notice, and max days in advance, then share the public page. Click Add New Calendar Link, or a link's Edit icon, to configure the name, URL slug, Meeting Title, meeting link type, time zone, weekly availability, welcome message, and form fields. A new link starts in your device time zone when it is one of the listed choices, otherwise Pacific time. Press Escape or Cancel to close without saving. For ordinary booking links, Meeting Title controls the calendar invitation, not the public page headline. Use {name} in Meeting Title to insert the guest name after a visitor books. The public SalesHive sales funnel is a separate exception and keeps a fixed company-first event title such as Company Name // SalesHive rather than using the saved display template. Unsupported or malformed placeholders fall back to a safe invitation title and never appear raw. Phone, Company, Notes, and Additional guests are optional per-link fields, while First Name, Last Name, and Email stay required. Client accounts linked to a workspace can choose SalesHive Video, No automatic video link for phone or in-person meetings, or a custom recurring link. Video settings apply to new client bookings; existing invitations keep their current link. Staff links can use SalesHive Video or a custom recurring link and report supported upcoming invite synchronization. Select Pause on a link to stop new bookings without changing existing bookings, or Resume to accept bookings again. Custom meeting links must use a valid http or https URL.
Preview the public booking page
Open the copied /book/<slug> link to review the visitor experience. A standard booking page automatically shows Schedule Your Meeting with the host at the company above the duration and available times. This headline stays separate from Meeting Title so a guest placeholder or internal invitation template never becomes the page heading. If the host or company is unavailable, the page uses the available identity and a safe fallback.
Manage an upcoming booking
Expand Your booking links and appointments. In Upcoming bookings, review your next 50 bookings made through SalesHive. Times use your device timezone. Select Refresh to reload, Join when a meeting link is ready, or Manage booking when available. On the management page, choose New date and select an available time to update the invitation for everyone, or select Cancel booking and Yes, cancel booking to cancel it. That page shows its own timezone. Guests can use the management link in their invitation too.
Review the client calendar setup (staff only)
On the Meeting Instructions tab, the read-only Client Calendar Setup view starts with a Client calendar setup eyebrow, the heading "Who can receive booked meetings?", a short description, and a count of the client users linked to the selected deal. Each user card shows a circular initials avatar, the user's name, a connected email when available, or the account email and a no-email fallback, and a status indicator on the right: Connected, Reconnect needed, or Not connected. When a connection exists, the provider appears as "via Google Calendar" or "via Microsoft 365", with the last validated date when available. The booking area is labeled Booking pages and shows the link count, each page name and Default tag when applicable, its full /book/<slug> URL, duration, and timezone. If a client user has not connected a calendar, a calendar-x callout says "Calendar not connected" and asks that person to connect under their own Scheduling tab, noting that booking links will not show live availability until they do. This is read-only. A client must connect their own calendar and create booking links from their own Scheduling tab.
Edit default booking instructions (staff only)
On the Meeting Instructions tab, a line at the top names the client you are editing: Default booking instructions for the selected client. A tips card explains the page: write the default booking instructions SDRs follow, including a booking link, time zone, and any special notes. They apply to all campaigns on this deal unless overridden at the campaign level. Client users connect their own calendars on the Scheduling tab, and the Client Calendar Setup section shows which client users have connected and what booking links they have created. Below the client setup, use the Default Booking Instructions rich text editor to write the guidance, including links to booking pages.
Save booking instructions
Click Save to store the instructions for the client named at the top of the tab. A Saved indicator confirms it was stored. If you switched to a different client after this page loaded, in this tab or another, the save is refused with a message saying nothing was saved. Reload the page so you are editing the selected client's instructions, then save again. Any other failure shows an error message.
Add a booking calendar (staff only)
Open the Booking calendars tab. Click Add calendar, give it a Name and pick a Calendar type: Calendly, HubSpot meetings, Google booking page, Microsoft Bookings, Cal.com, Chili Piper, Zoom Scheduler, Other booking page, SalesHive booking page, Invite from the sending mailbox, Connected Google or Microsoft calendar. A hint under the type explains how that type is read and booked. Page-based types and SalesHive booking page need a Booking link; pasting a known link (Builderall, Qualified and ScheduleHero scheduling pages and LeanData booking routers count as Other booking page) switches the type to match. Choose the Meeting owner (or enter an Owner email when the owner is not in the list), Meeting length, Owner time zone and Video. For Invite from the sending mailbox and Connected calendar, tick the days and hours agents may book and set Notice (hours), Days ahead and Gap between meetings. For Invite from the sending mailbox, Send the invite from picks which of the client's own mailboxes sends the invite (SalesHive mailboxes are listed only when a Meeting owner is a SalesHive person); leave it on The mailbox talking to the prospect to use the mailbox that has been emailing them. For any other type, the page offers its own times; to keep agents to the client's booking hours (such as 8 AM to 1 PM Eastern), tick Offer only the page's times inside set hours, pick the Hours time zone if it differs from the owner's, then tick the days and hours. Add Notes for booking, such as form answers or no Fridays, which agents read before booking. Tick In the round robin to add the calendar to the client's rotation. Click Add calendar to save. The client's first calendar becomes its default. Then click Test open times so agents can start booking on it (see Not proven yet below). For Calendly, select the matching company account under Calendly connection (books by API instead of the page). Use a specific event-type Booking link and its actual Meeting length. The connection must allow the required read tools and booking changes. If no account is selected, SalesHive can use the only available company Calendly connection; multiple accounts need an explicit selection. HubSpot meetings uses its booking page. On a shared Microsoft Bookings page (not a personal bookwithme link), agents choose the staff member from the prospect's meeting owner, Sales Rep or territory rather than this Meeting owner, and leave the booking for a person when that does not give exactly one owner; see How do territory states work? in Meeting Settings. Connected Google or Microsoft calendar uses a client connection added under Connected apps. Changing the calendar type or booking link clears its previous availability test, so test it again after saving.
Set the client default and test calendars (staff only)
Use Client default calendar to pick the calendar every campaign uses unless it picks its own in the campaign's Booking calendar section. With None, a campaign with no active calendar of its own uses a proven round robin calendar that allows agent booking, if available; otherwise agents offer no times. Verified managed-outreach clients can hand requests to #platform-email-meetings; Platform Only clients use their own team. Click Find booking links automatically to have SalesHive read this client's setup (Playmaker, Playbook, meeting instructions, campaigns, meeting owners, onboarding documents, and meeting hand-off and confirmation email templates) for booking links and add them as calendars without changing ones a person set. On each calendar card, click Test open times to read its open times now (a booking page can take up to two minutes); the card then shows Test passed or Test failed with the detail. For a page-based calendar that passes, a practice form check runs next and stops before submitting a meeting and its result shows on the card a few minutes later. SalesHive also tests every calendar that is on each weekday morning and again at midday, so the chips show the latest result. Use Edit to change a calendar (then Save calendar) or Remove to delete it.

What the buttons do

Scheduling tab: Opens calendar setup, meeting-owner and team-link rows, and Your booking links and appointments. Management controls depend on your access.
Meeting Instructions tab: Visible to staff only. Opens with the read-only Client Calendar Setup view for the selected client, followed by the Default Booking Instructions editor. A tips card at the top explains how the instructions work and how client users connect their own calendars.
Booking calendars tab: Visible to staff only. Lists the selected client's booking calendars with the Client default calendar picker, Add calendar and Find booking links automatically. Each card shows the type, length, time zone, owner, status chips and, once a practice booking has run, whether booking is proven.
Connect my calendar / Connect / Manage: Opens the setup dialog. Choose the person or team and a calendar provider or booking link. Saved team and owner configurations require management access.
Copy setup link: Copies a link for another person to approve their own calendar access and finish available hours. It does not grant consent for them.
Save setup: Saves the calendar and owner link after validation. Client defaults and campaign assignments remain unchanged.
Check saved setup: In an existing calendar's Manage panel, checks open times and booking readiness without submitting a meeting. Requires management access.
Default calendar and round robin: Expands the client routing picker for authorized managers. Confirm Save routing to apply a change; campaign-specific calendars take priority.
Connect Google Calendar: Starts the Google OAuth flow to connect your Google Calendar. Disabled if Google OAuth is not configured by an admin.
Connect Microsoft 365: Starts the Microsoft OAuth flow to connect your Microsoft 365 calendar. Disabled if Microsoft OAuth is not configured by an admin.
Calendly / HubSpot: Provider choices in the setup dialog. Calendly connects an account and checks matching saved calendars automatically. Review the result; Close finishes an automatically linked existing calendar. Continue to meeting type opens the settings for a new calendar or one needing configuration, for authorized managers. Account permissions and Connect another account expand when an account is connected. HubSpot opens its CRM connection options. Choose another provider returns to the choices, including Booking link.
Review available tools and permissions: Expands the selected app's available reads, changes and project triggers before connection. Use a connected account's details to manage its permissions.
Reconnect: In your Google or Microsoft setup, starts provider authorization again. Use it when calendar access needs renewing.
Disconnect: Opens an inline confirmation. Disconnect calendar removes access; Keep connected cancels. Existing invitations remain.
Your booking links and appointments: Expands personal booking links and Upcoming bookings. Use Add New Calendar Link, Edit, Copy link, Pause or Resume; Delete is available for a non-default link.
Meeting Title: Sets the calendar invitation title for ordinary booking links, not the public booking page headline. Use {name} to insert the booked guest name. The public SalesHive sales funnel instead keeps a fixed company-first title such as Company Name // SalesHive. Unsupported placeholder syntax falls back safely.
Form Fields (booking link modal): Controls which fields appear on the public booking page. First Name, Last Name, and Email are always required. Toggle Phone, with an optional Required toggle, Company, with an optional Required toggle, Notes, and Additional guests on or off per link. New links default Phone, Company, and Notes on, with Company required, and Additional guests on. Existing links keep their prior field settings, with Additional guests off unless you turn it on.
Additional guests (form field toggle): When enabled, the public booking page shows an Additional guests field where a booker can add up to 10 extra email addresses. Each added guest receives the same calendar invite as the primary guest. Duplicates and the primary booker's own email are filtered out automatically. New links default this on. Existing links default it off until you turn it on.
Client Calendar Setup: A read-only staff section on the Meeting Instructions tab. Its "Who can receive booked meetings?" heading includes a count of linked client users. Each user card shows initials, name, email, connection status, provider, and last validated date when available. The Booking pages area shows the page count, names, default tags, /book/<slug> URLs, durations, and timezones. A client user without a connection gets a "Calendar not connected" callout and must connect from their own Scheduling tab.
Booking pages (read-only list): Lists each linked user's booking pages, including the page count, name, Default tag when applicable, public /book/<slug> URL, meeting duration, and timezone. Staff can review this list but cannot create or edit a client's calendar connection or booking pages here.
Default Booking Instructions: A rich text editor on the Meeting Instructions tab, visible to staff only, for entering default booking guidance for the selected client. Applies to all campaigns unless overridden.
Save: Stores the default booking instructions for the client named at the top of the tab. A Saved indicator confirms it was stored. If the selected client changed after the page loaded, nothing is saved and you are asked to reload.
Conference sync result: For staff booking links, reports upcoming invite synchronization after a conferencing change, including failures, remaining work or unsupported transitions. Client video changes apply only to new bookings.
Client default calendar: Booking calendars tab. Select the calendar campaigns use when they have no active calendar of their own. Only calendars that are on can be picked. Choose None: use round robin when available to use an active, proven round robin calendar that allows agent booking when the campaign has no active calendar. If none qualifies, agents offer no times. Verified managed-outreach clients can hand requests to #platform-email-meetings; Platform Only clients use their own team. An active campaign or default calendar is not skipped because booking is off or proof is missing.
Find booking links automatically: Booking calendars tab. Reads the client's setup for booking links, adds the ones it finds as calendars and reports how many it found and added. It fills the client default and campaign choices only where none is set. Test each new calendar before agents rely on it.
Test open times: Reads the calendar open times now and saves Test passed or Test failed with the detail. Page-based calendars can take up to two minutes. When their test passes, a practice form check is queued; it stops before booking and shows its result on the card later. SalesHive booking pages, Connected calendar and Invite from the sending mailbox are proven by a passing test. A saved connection can count as booking proof, but Calendly must still pass its readiness checks. A known browser security rejection is not cleared by this test or a practice form check. Tests also run each weekday morning and midday.
Calendar on / Agents may book on it / In the round robin: Calendar on makes the calendar available for selection. On a proven campaign or client default calendar, Agents may book on it off still allows reading and offering times, but a person must book. In the round robin adds it to the rotation; agents pick only active, proven calendars with booking enabled, and use rotation only when there is no active campaign or default calendar. The same prospect keeps the same pick while the eligible calendars stay the same. Saving clears an automatic pause and keeps your choice of whether agents may book.
Calendar status chips: On each booking calendar card. Client default marks the default. Round robin marks a calendar in the rotation. Off means the calendar is turned off. Agents book means agents may book on it and booking is proven. Not proven yet: a person books means agents may book on it, but its required calendar check or practice form check has not passed, so a person books for now. Agents read only means booking is off; agents can read and offer times only if this is a proven campaign or default calendar. It is not eligible for agent round robin picks. Paused: not working means the daily check stopped agent booking because the calendar kept failing. Test passed or Test failed shows the latest test. Found automatically marks a calendar added by Find booking links automatically.
Remove (booking calendar): Deletes a calendar after you confirm. Campaigns using it fall back to the client default. A calendar that already has bookings is turned off instead, so its record is kept.
Pause / Resume: Stops or restarts new bookings on a personal booking link. Existing bookings stay unchanged; a paused link shows (paused).
Upcoming bookings / Refresh: Lists your next 50 SalesHive bookings in your device timezone. Refresh reloads the list.
Join / Manage booking: Join opens a ready meeting link. Manage booking, when available, opens rescheduling, cancellation and calendar confirmation status.
Meeting Link: Choose SalesHive Video to create a room for each new booking, a custom recurring URL, or No automatic video link when offered. Client setting changes leave existing invitations unchanged.

Common questions

Open Tools > Scheduling in the Platform sidebar. Managed-service clients have access to this page, subject to their individual permissions. Its address remains /platform/settings/calendar, and the older /platform/settings/scheduling address redirects here. If the page is still unavailable, ask your SalesHive team to review your access. Page access does not grant permission to manage other people's calendars or let agents book meetings.

Non-client staff users with an @saleshive.com email and Scheduling access. Clients with Scheduling access use their own calendar and booking links. Meeting Instructions contains the read-only client connection overview and default instructions editor. Booking calendars manages campaign calendars and rotation for staff.

Choose Connect my calendar, then Google Calendar or Microsoft 365, and approve access. Finish with an active booking link or create one. The checklist's Create a booking link action opens Your booking links and appointments. Calendar completion requires a working member connection; booking-link completion requires an active member's active link. Return to Get set up to see the checks.

Connected, shown with a green dot, means the calendar is linked and valid. Reconnect needed, shown with a red dot, means the connection needs reauthorization or errored. The client should reconnect from their own Scheduling tab. Not connected means that client user has not connected a calendar yet. Each user card also shows initials, the relevant email, and the provider when a connection exists. A Calendar not connected callout reminds staff that booking links will not show live availability until that person connects.

No. The client connection overview is read-only. The client rep connects their own Google or Microsoft account in Scheduling and manages their public booking links there.

The saved connection is not currently connected. Open Manage, choose Google Calendar or Microsoft 365, and approve access again. Then review the saved booking setup.

Google or Microsoft sign-in has not been configured yet. Ask your SalesHive team for help. Staff can put an existing public booking link in the client meeting instructions or add it under Booking calendars.

They apply as the client's default booking guidance for scheduling meetings across all campaigns unless overridden by a specific campaign.

No. Connect Google Calendar or Microsoft 365 under Scheduling and create a public SalesHive booking link in Your booking links. Staff can also use an existing scheduling page for campaign bookings.

Meeting Instructions keeps the How this page works tips card and the read-only client calendar overview. The main Scheduling view now uses Connect my calendar and owner or team rows.

In the booking link create or edit modal, the Form Fields section controls which fields a booker sees. First Name, Last Name, and Email are always required. You can toggle Phone, with an optional Required toggle, Company, with an optional Required toggle, Notes, and Additional guests on or off per link. New links default Phone, Company, and Notes on, with Company required, and Additional guests on. Existing links keep their previous field settings, with Additional guests off unless you turn it on.

Confirmed bookings go on your connected calendar and appear in Upcoming bookings. If calendar confirmation needs checking, open Manage booking and Check status before trying to book again. In a self-serve workspace, a prospect's booking is also added to Meetings > Booked Meetings: the guest becomes a contact (or the existing contact with that email is updated) with Set By as you and Source as Booking link unless those were already filled, and you get an in-app Meeting booked notification. An existing contact whose meeting was already held, has a later outcome, or was cancelled keeps its meeting and status. Bookings by someone on your own team or at SalesHive go on the calendar only.

When you enable Additional guests on a booking link, the public booking page shows a field where the booker can add extra email addresses, up to 10. Each additional guest receives the same Google or Microsoft calendar invite as the primary booker. The booker types an email and clicks Add. Added emails appear as removable chips. Duplicates and the booker's own primary email are filtered out automatically. New links turn this on by default. Existing links keep it off until you enable it.

For client booking links, video settings apply only to new bookings; existing invitations keep their current meeting link. For staff links, a supported conferencing change attempts to update upcoming invitations in place, preserving their event identity, attendees, RSVP state, title and time. The modal reports any incomplete synchronization.

For staff booking links, settings are still saved. Use Save again to retry failed or remaining invite updates. Unsupported transitions keep the original invite. Client booking links do not synchronize these changes to existing invitations.

Add {name} where the booked guest name should appear on an ordinary booking-link calendar invitation. The public booking page does not preview this template. It automatically shows a separate Schedule Your Meeting headline using the host and company. After the visitor books, the invitation replaces {name} with the real guest name. The public SalesHive sales funnel is the exception: its event title stays company-first as Company Name // SalesHive, or Guest Name // SalesHive when no company is supplied. Unsupported or malformed placeholders use a safe fallback title instead of appearing raw to the prospect.

The editor only saves to the client it loaded. If you switched clients after opening the page, in this browser tab or another one, saving would have put one client's booking text onto another client, so the save is refused and nothing changes. Reload the page, check the client name at the top of the Meeting Instructions tab, and save again.

Agents use the campaign's active calendar first, or the client's active default when the campaign has no active calendar. Only when both are absent do they pick a calendar for the prospect from the active round robin calendars that are proven and allow agent booking. An active campaign or default calendar is not skipped for another calendar just because booking is off or proof is missing. A saved client connection can count as proof, but Calendly must also pass its connection and booking-readiness checks. Otherwise the calendar needs a passing open-times check and booking proof from the last 10 days; a practice form check stops before submitting a meeting. On a proven campaign or default calendar that passes its readiness checks, turning off Agents may book on it still lets agents read availability internally and offer those real times to a prospect before handoff. The Email Responder cannot book on it and must hand the booking to a person. A read-only calendar is excluded from agent round robin picks. Email agents request fresh availability before offering times. They can check the prospect's requested date range in the prospect's time zone and retrieve later matching openings. The calendar's booking window and provider search limits still apply; an empty result does not prove that dates outside those limits are unavailable. If the booking-page read is still running, they wait rather than offer older saved times. The booking page is checked again when an agreed time is booked. Without a proven selected calendar or an eligible round robin pick, agents offer no times and hand a ready-to-meet request to a person. A Calendly browser security rejection stops time offers and browser retries on the browser route that received it. Calendly booking pages now open in a separate remote booking browser, so a rejection recorded before that change no longer blocks them. A passing availability or practice check does not clear a rejection. An unavailable connected account or missing booking and verification permissions also stops offers. When booking is allowed, the Email Responder can book an agreed time in Live mode. Connected Calendly bookings are confirmed only after the event, host, invitee, requested guests, time and supplied answers are verified. Notifications follow the event settings; verification does not prove inbox delivery. For browser bookings, SalesHive records a meeting only after the page explicitly confirms the matching attendee, host, time and duration. Calendly's confirmation page does not show the attendee's email, so a Calendly browser booking is confirmed only when Calendly's own booking record matches the attendee, host, time and duration; a canceled, moved or mismatched record leaves it unverified. Request submitted; awaiting host confirmation means the booking is not confirmed. Keep the existing request and original meeting credit; verify acceptance on the provider or its confirmation email before marking it booked. Do not resubmit, cancel the old meeting or send a confirmed-meeting reply while acceptance is outstanding. If acceptance cannot be checked, ask a person to review the existing request. Confirmed booking evidence does not prove inbox delivery; a staff notice is confirmed only when its posting result was saved successfully. Moving or cancelling depends on the provider. Connected Calendly rescheduling needs a person to use the existing invitee reschedule link. If booking is running or unconfirmed, check the original calendar before retrying; do not create a replacement or send another confirmation. The After Conversation Agent can save or change the SalesHive meeting record after a call, but that action sends no confirmation email or calendar invite and does not update an existing invite.

For a client's meetings, always one of the client's own mailboxes. A SalesHive mailbox sends the invite only when the calendar's Meeting owner is a SalesHive person (an @saleshive.com email), as with our own meetings. The invite goes from the mailbox picked in Send the invite from, or by default from the mailbox that has been emailing the prospect. If neither is allowed, it goes from the client's SDR mailbox, then its Primary. Send the invite from lists the client's own SDR and Primary mailboxes, plus SalesHive mailboxes only when one of the client's meeting owners is a SalesHive person. Saving a SalesHive mailbox on a calendar whose owner is not a SalesHive person is refused. Without an allowed active SDR or Primary mailbox, these invites cannot be sent.

A calendar with a saved client connection is treated as proven. Otherwise it needs a successful open-times test and booking proof from the last 10 days. Page-based calendars get that proof from a practice form check that stops before submitting a meeting. Select Test open times on the calendar card and read the saved result. The practice check fills the form to the final booking button without pressing it. A passing check does not mean a real meeting was booked.

SalesHive tests every calendar that is on each weekday morning and at midday. When a calendar fails two checks in a row, agents stop booking on it and hand those meetings to a person. It turns booking back on by itself as soon as a check or a practice booking passes. Failing calendars used by verified managed-outreach clients are also posted to #platform-email-meetings each morning. Platform Only clients receive no staff-channel calendar-failure post; their own team should check the calendar status. Fix the link or setup and click Test open times, or click Edit and Save calendar to decide yourself: saving clears the pause and keeps whatever you set for Agents may book on it. A calendar you turned off yourself is never changed by the check.

A calendar that has already booked, moved or cancelled a meeting keeps its record, so Remove turns it off instead. An Off calendar is not used by any campaign or offered as the client default.

The booking page only accepts a time it could have offered: in the future, after the link's minimum notice, within its max days in advance, and inside the link's available hours. Times skipped when clocks move forward are not offered. When the host's clock repeats an hour, the earlier occurrence is used. The full meeting duration must fit before availability ends, even on a clock-change day. If the chosen time no longer fits, the page asks the visitor to pick another time from the calendar. The same checks apply when selecting a new time through Manage booking. New bookings also have hourly limits per guest email, connection and booking link. If you see "Too many bookings in a short time. Please try again later.", wait before trying again. That attempt creates no booking or invitation. Client and prospect sessions, including staff viewing as a client, use these limits. Staff using their regular staff view remain exempt.

For a verified managed-outreach client, a booking handoff posts to the shared SalesHive staff Slack channel #platform-email-meetings in short bullet sections. It names the client, the prospect, the agent that flagged it and the source: an SDR or Primary email account with its mailbox and SDR, or the SDR who made the call. It then lists what happened, what needs to happen, meeting details to keep, evidence, what was already checked, cautions and the source email reference. The post tags the client's currently assigned email responders when their Slack accounts can be found, including on later thread replies. It uses existing responder assignments; it does not create an assignment or notify the meeting owner just because they own the calendar. If no responder is assigned or a lookup fails, the channel still gets the request with an assignment or mention-unavailable note. The responder taking it should review the conversation and agreed times, reply when needed and complete the booking on the correct calendar. The handoff itself sends no prospect email. Once the contact is marked for human booking, the Email Responder, After Conversation Agent and Email Sender Agent stop emailing or following up with that prospect. Later replies can be passed to the channel without an automated reply. A responder's handed-off message stays visible as not handled in Responder Hub until a person answers or marks it handled; marking a message handled does not itself clear the contact's human-booking hold. For Platform Only clients that manage their own outreach, no booking request, record-review post or related calendar-failure alert goes to SalesHive staff in #platform-email-meetings. The client team should review the conversation in its own inbox. A refused staff handoff does not create a new human-booking hold or confirm that a person received it. The Email Responder does not retry a refused handoff for that message; it stays open in the client inbox for their team. If an Email Responder handoff fails, the message stays not handled and the agent leaves its category, read state and folder unchanged for review. It cannot mark the message Client Handled just because the client must answer. A later successful handoff or a person changing the message category releases this sorting restriction. Newer human decisions, existing holds and stop requests remain protected.

Open Manage booking, then Check status. The invitation may already exist, so do not make another booking. For a pending reschedule or cancellation, Retry saved change retries the same requested change when offered. Contact the host if it does not clear; they may need to reconnect the original calendar. New bookings pause while a calendar change remains unconfirmed.

Yes. Add weekend hours in the booking link weekly availability. Offered times still respect your connected calendar, meeting length, buffer, minimum notice and days ahead.

The Email Responder needs genuine required form answers, requested guests and a supported meeting location before submitting. When a booking requires a phone, the Email Responder checks the prospect's saved direct or mobile number and their own replies or signature. A clear recent instruction to use a particular personal number takes priority. It does not use company, fax or third-party numbers, guess a country code, or override calling restrictions. If the required number is missing or conflicting, it asks once through the permitted reply path and waits. If sending is unavailable, the question stays for review. After an answer, it rechecks the conversation and availability before booking. A missing phone alone does not create a human-booking hold, and a call number does not authorize SMS reminders. Check an unconfirmed booking or email attempt before retrying.

If the agreed time is verified unavailable before submission, the Email Responder can send up to three freshly checked alternatives from the same calendar when sending is allowed. It waits for a new prospect choice and rechecks availability before booking; it does not choose a substitute time or host. Keep any existing meeting until a replacement is confirmed. An uncertain booking or reply must be checked before another attempt. Review the original attempt and calendar event before trying again. An empty search or failed response does not prove that nothing was booked. Check that the selected account is connected, its read and booking tools are enabled, changes are allowed, and the account has a supported paid Calendly plan. The specific event type must match the booking link and meeting length. This campaign API path holds Calendly round-robin event types and events requiring payment for review. It does not switch to browser booking after an API failure. After a browser security rejection on the current booking route, agents stop offering times and retrying browser bookings. Rejections recorded before Calendly pages moved to the remote booking browser no longer block them. The owner must connect the supported API or resolve the rejection with Calendly Support. A passing Test open times or practice form check does not clear that rejection. Check any previous attempt first. If the provider event is verified but the SalesHive record failed to save, reconcile that record without booking again.

New Calendly connections allow scheduling changes. When a scheduling manager connects a company account, SalesHive can link matching active saved calendars and check open times for the next seven days. A client user without scheduling management access gets the same check only for calendars whose meeting owner matches their sign-in email; shared event types such as collective or round robin stay for a manager to review. New calendars still need a meeting type. No available times or a calendar needing review means setup needs attention, even if the account connected successfully. Do not paste the token again just because automatic calendar setup was incomplete; review the saved status in Scheduling. Automatic setup does not create calendars, submit a meeting, clear booking pauses, replace another selected account, or change client defaults and campaign assignments. Required tools and booking-readiness checks still apply. Reconnecting preserves saved permissions. HubSpot connects CRM data; choose Booking link to set up its meeting page.

Setup saved means the configuration exists but its required booking proof or successful check is missing. Ready to book means the displayed readiness checks passed and automated booking is enabled; it does not mean a meeting was booked. Needs attention indicates a failed check or automatic pause. Paused means the calendar is off. Manual booking means automated booking is off after the other displayed checks pass. Native links can also show Connect calendar or Check booking link. Check saved setup reads the saved configuration, so save your edits first.

Overview

How to use this page

Switch between the tabs

Connect a calendar for public booking links

Connect Calendly or HubSpot, or use a booking link

Reconnect or disconnect your calendar

Set up a meeting owner or shared team link

Check saved setup and choose routing

Manage your booking links

Preview the public booking page

Manage an upcoming booking

Review the client calendar setup (staff only)

Edit default booking instructions (staff only)

Save booking instructions

Add a booking calendar (staff only)

Set the client default and test calendars (staff only)

What the buttons do

Common questions

Get an answer from a real person

Contact support

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