Help Center

Managing Your Calendar and Appointments

* Page referenced in this article: calendar page.

LeadCenter’s calendar helps you manage scheduling, availability, client communication, and meeting workflows from one place. It combines your internal calendar with external connections so you can keep appointments organized, automate notifications, and use AI tools before, during, and after meetings.

What You Can Do with Calendars

• Schedule appointments with contacts, spouses, guests, and internal team members
• Sync with Google Calendar, Microsoft Outlook, and Redtail for a more complete calendar view
• Share public booking links through BookMyTime.AI so contacts can self-schedule
• Automate confirmations, reminders, and follow-up emails for appointments
• Use Claudia AI meeting tools for note taking, recordings, summaries, and follow-up drafts
• Create shared public calendars for team or round-robin booking
• Manage review reminders for recurring client follow-up

Types of Calendar Activities

Calendar Setup and Settings

To configure your calendar, open Calendar Settings. Key areas include:

• Calendar Business Hours — Set your weekly availability, booking window, increments, and buffers
• Calendar Connections — Connect Google Calendar, Microsoft Outlook, Redtail, and Zoom
• Public Calendar Links — Create booking links for contacts
• Appointment Categories — Organize appointments by type
• Appointment Reminders — Configure email and text reminders
• Appointment Follow-Up Emails — Automate post-meeting follow-up
• Calendar Confirmation Email — Choose the confirmation template for appointments

Calendar Integrations

LeadCenter integrates with these calendar and meeting systems:

• Google Calendar — sync events and use Google Meet links
• Microsoft Outlook — sync events and use Microsoft Teams links
• Zoom — generate Zoom links for appointments
• Redtail CRM — sync appointments and meeting types

For setup steps, see Calendar Connections.

Manage Synced Meetings from Outlook and Google Calendar

Meetings synced from Microsoft Outlook or Google Calendar remain connected to the external calendar. LeadCenter keeps cancelled meetings for reference and allows you to link a synced meeting to a contact.

View Cancelled Synced Meetings

When a meeting is cancelled in Outlook or Google Calendar, LeadCenter keeps the meeting and marks it as Cancelled. The meeting date, time, subject, and attendee details remain available.

This also applies to meetings created through scheduling services that add appointments to your external calendar, such as GReminders.

Cancelled meetings are hidden from the calendar by default. To view them:

1. Open Appointments and go to the calendar.
2. Open the Type filter.
3. Enable Cancelled.

Enable Cancelled in the Type filter to view retained external meetings.

• If a recurring series is cancelled, the series and its occurrences are marked as Cancelled.
• A cancelled meeting no longer blocks the time or triggers LeadCenter reminders.
• Externally cancelled meetings are included in the Cancelled figure on appointment reports.
• A meeting with attendees that is cancelled in the external calendar is kept and marked Cancelled. An event with no attendees is deleted rather than cancelled, and is removed from LeadCenter instead of being retained.
• LeadCenter does not send cancellation messages for an externally cancelled meeting. The external calendar or scheduling service handles attendee notifications.

Link a Contact to a Synced Meeting

A synced meeting may arrive without a contact when the attendee’s email address does not match a LeadCenter contact. Link the meeting manually to keep it in the correct contact’s appointment history.

1. Open the synced meeting from the calendar.
2. Confirm that the blue banner identifies Microsoft Outlook or Google Calendar as the source.
3. In Contact, enter a name and select the correct contact.
4. Select Save.

To remove an incorrectly linked contact, select the removal icon beside the contact and then select Save.

Linking or removing a contact affects only LeadCenter. It does not change attendees in Outlook or Google Calendar or send an invitation or notification.

Updates to the meeting time, subject, or other external details do not clear a contact you linked manually.

If a removed contact remains an attendee on the external invitation, LeadCenter may match that person again during a later sync because their email address is still on the event.

Edit a Synced Meeting

On a synced meeting, only Contact and Category can be changed in LeadCenter.

Update the subject, date, time, attendees, location, or description in Outlook or Google Calendar. Those changes sync back to LeadCenter automatically.

Meetings created directly in LeadCenter remain fully editable.

Disconnecting an external calendar still removes that calendar’s synced meetings from LeadCenter.

Public Booking with BookMyTime.AI

You can share your availability with contacts and prospects so they can book appointments directly with you.

• Your main public booking page is hosted on BookMyTime.AI
• You can create multiple booking links with different durations or meeting types
• You can embed public booking links on your website using an iframe
• You can use booking link settings to control location, instructions, limits, and confirmation templates

For more details, see Public Calendar Links and Shared Public Calendars.

Calendar Views

Use the toolbar at the top of the calendar to switch views:

• Month — View the full month
• Work Week — View weekdays only
• Week — View all seven days
• Day — View one day in detail
• List — View activities in chronological list format

Control Which Calendar Items Appear

Use the Type filter to hide time blocks or show events synced from Google Calendar and Microsoft Outlook. These selections also apply when you switch to the appointment List view.

• Hide time blocks removes time blocks while keeping other calendar items visible.
• External event shows synced Google Calendar and Microsoft Outlook events.

Active filters are saved in the page URL. Select Clear all to return to the complete calendar.

Appointment List View

The Appointments page also includes a separate List view that displays appointments in a sortable, paginated table. Use the List view icon near the Type, Category, and Source filters to open it.

This view includes appointment search, combined filters, date filtering, Contact Peek, and CSV download. Use the Calendar icon in the same switcher to return to the calendar.

This appointment table is different from the List option available with the Month, Work Week, Week, and Day calendar layouts.

AI Meeting Features

LeadCenter’s AI assistant, Claudia AI, can help with meeting preparation, virtual meeting capture, summaries, and follow-up communication.

• AI Note Taker
• Play or Download Meeting Recordings
• AI Meeting Preparation
• AI Meeting Summaries

All Articles in This Section

Setup and Configuration

• Calendar Settings
• Calendar Business Hours
• Calendar Connections
• Appointment Categories
• Appointment Templates
• Internal Subject for Appointments

Public Booking

• Public Calendar Links
• Shared Public Calendars
• Shared Calendar User Priority
• Using Google Meet for Appointments
• Zoom Meetings
• Calendar Booking Prefill Parameters

Notifications and Communication

• How Appointment Notifications Work
• Calendar Confirmation Email
• Calendar Invite vs Email Confirmation
• Appointment Reminders
• Appointment Follow-Up Emails
• Client Review Reminder

Working with Appointments

• Time Blocks with Contacts
• Appointments with Contacts Without Email

Meeting Recordings and AI

• AI Note Taker (Claudia AI)
• Play or Download Meeting Recordings