How to Prepare Your First Booking Flow

    CategoryGetting Started
    Article typeDocumentation
    Estimated reading time 7 min read
    Last reviewedRecently reviewed
    Applies toGEVADE CRM accounts where the feature is enabled
    Access requiredAccess may depend on your user permissions
    Plan/configuration noteFeature availability may depend on your selected plan and account configuration

    Summary

    A complete booking flow requires a Calendar to handle the scheduling, a Form to collect attendee information, and a Workflow to send automated confirmations and reminders.

    Who this article is for

    This article is for service providers, sales teams, and administrators setting up automated scheduling systems.

    Overview

    Scheduling appointments manually via email back-and-forth is inefficient and frustrating for both you and your clients. GEVADE CRM eliminates this friction with a powerful, automated booking engine. However, a professional booking experience is more than just a calendar interface. It is a complete 'flow' that involves capturing the lead's information, securing the time slot, and automatically nurturing the lead leading up to the appointment to ensure they actually show up. Preparing your first booking flow involves connecting three core components of the CRM: Calendars, Forms, and Workflows, depending on your account configuration. By linking these elements together logically, you create a seamless, automated experience that impresses your clients and drastically reduces your no-show rates.

    Before you begin

    • Create a custom Form to gather necessary information before the meeting.
    • Configure your Calendar settings (availability, buffers, meeting length).
    • Draft the copy for your confirmation and reminder emails/SMS.
    • Ensure your personal calendar (Google/Outlook) is synced to prevent conflicts.

    Step 1: Build the Intake Form

    Before a client can book a time, you need to know who they are and what they want to discuss. Navigate to Sites > Forms and build a simple intake form. Include standard fields like First Name, Email, and Phone Number, and add custom fields like 'What is the main topic of our call?' to gather context.

    Step 2: Configure the Calendar

    Navigate to Calendars > Calendar Settings and create your calendar (contact support if this option is not visible). Link the intake form you just built to this calendar in the settings. Configure your availability, ensure your meeting duration is set correctly, and define your minimum scheduling notice to avoid surprise bookings.

    Step 3: Create the Reminder Workflow

    A calendar is useless if the client forgets to attend. Navigate to Automation > Workflows and create a new workflow triggered by 'Appointment Status: Confirmed'. Add actions to send an immediate confirmation email, a reminder email 24 hours before the appointment, and a reminder SMS 1 hour before the appointment.

    Step 4: Test the Entire Flow

    Open the live link to your new calendar. Fill out the intake form with your own details and select a time slot. Verify that you receive the immediate confirmation email, check that the appointment appears on your CRM calendar, and ensure it syncs to your external Google/Outlook calendar. Test this before going live.

    Configuration note

    Always include a dynamic 'Reschedule/Cancel Link' in your confirmation and reminder emails. This empowers clients to manage their own appointments, reducing administrative overhead and preventing no-shows.

    Important clarification

    Failing to account for timezones in reminder emails. Always use the dynamic timezone custom values so the client sees the appointment time in their local timezone, not yours.

    Resolution guidance

    Clients are booking times when I am already busy.

    Ensure your user profile is properly synced with your external Google or Outlook calendar, and verify that the 'Check for Conflicts' setting is enabled in your calendar configuration.

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