Calendar Management

Book meetings with Google Calendar

In Reply, you can connect your Google Calendar to let prospects book meetings based on your availability. How it works Once your calendar is connected, Reply generates a public meeting link that you can share directly or add to your sequence emails. Prospects can use the link to choose an available time slot and confirm the meeting. On your side To use meeting booking with Google Calendar, you first need to connect your calendar. 1. Go to Settings → Meetings. 2. Switch to the Google Calendar tab. 3. Click Connect Google Calendar. 4. Select your time zone. 5. Enter the meeting title and description. 6. Choose the meeting duration. Once the calendar is connected, Reply generates a public meeting link based on your Google Calendar availability. After connecting Google Calendar, you can share the meeting link with prospects. - You can copy the link from the Public calendar link field and send it directly. - You can also add the link to your sequence emails. To do this, add an email step and select the Book meeting link button in the editor. Enter the text to be displayed and click Insert. The meeting link is personalized. If available, the prospect's name, email address, and phone number are pre-filled. On your prospects' side When a prospect opens the meeting link, they see available time slots from your Google Calendar. They need to: 1. Choose a date and time. 2. Review or enter their contact details if not pre-filled. 3. Confirm the meeting. After confirmation, both you and the prospect receive an email with the meeting details. A reminder is also sent 15 minutes before the call. Advanced settings In the Availability section, you can choose the days and hours when you're available for meetings. Reply will show prospects the available time slots within this range. By default, Reply doesn't skip US holidays. You can turn on the corresponding toggle if you want to exclude them from your schedule. In the Meeting section, you can also configure the following options: - Buffer duration: You can set the time between meetings to take a break or prepare for the next call. - Prevent new meeting scheduling earlier than: You can set how soon before a meeting prospects can book it. - Prevent new meeting scheduling later than: You can set how far in advance prospects can book a meeting. Once a meeting is booked, Reply updates the contact's status to Meeting booked.

Book meetings with Calendly

The Calendly integration lets you connect your Calendly account to Reply and add meeting links to your sequences. When a prospect books or cancels a meeting, Reply updates the prospect automatically so you can track meeting activity. How to connect your Calendly account? 💡To use Calendly in Reply, your Calendly account must be on a paid plan or an active trial. To connect your account: 1. Go to Settings → Meetings. 2. Log in to your Calendly account. 3. Click Connect Calendly account. Once connected, Reply can receive booking events from Calendly and update the contact status to Meeting Booked. If Create a new contact if one doesn't exist option is enabled, Reply automatically creates a contact when someone books a meeting via Calendly and the contact does not already exist in your Reply account. You can reconnect or disconnect the Calendly account at any time. To disconnect it, click the bin icon. 💡 Note: - Reply supports only one meeting booking source at a time. You can use either Google Calendar or Calendly. - You can connect only one Calendly account to your Reply account. How to add a Calendly link to a sequence? After connecting Calendly, you can insert meeting links into your messages. 1. Open a sequence. 2. Add an email step. 3. In the editor, select Insert Calendly link. 4. Choose a meeting from your Calendly account and enter the text that will be shown in the message. 5. Click Insert. 💡 Reply supports Personal, Collective, and Group event types. Round Robin events are not supported. AI reply handling You can set up AI reply handling so meetings are booked directly from conversations between you (or Jason AI) and prospects. How it works - If a prospect suggests a specific time → The system books the meeting, sends the invite, and updates the prospect's status to Meeting Booked. - If a prospect suggests multiple times → Reply checks your calendar and books the first available slot. - If a prospect agrees to meet but doesn't suggest a time → Jason AI suggests time slots based on your calendar. Once a time is selected, the meeting is booked automatically. - If a prospect asks to reschedule → If a new time is provided, Reply books it after checking your calendar. If no time is provided, Jason AI suggests alternative slots. To enable it: 1. For non-AI SDR sequences: Go to AI Replies in your sequence. For AI SDR sequences: Go to Jason AI → Jason AI assistant. 2. Select your meeting service: - Choose Calendly in the Which meeting scheduling service would you prefer to use section - Select the event type 3. (Optional) Enable and add follow-ups: - Send follow up once meeting is booked - Send follow up once meeting is canceled 4. To send follow-ups automatically: - For non-AI SDR sequences: Enable Send automatically under “What would you like to do with the AI-generated reply?” - For AI SDR sequences: Enable Send automatically under both “What would you like to do with the AI-generated reply?” and “What would you like to do with AI-generated re-engagement follow-ups?” 💡 Important: Automatic meeting booking works only with event types that use one of the following locations: Zoom, Google Meet, Microsoft Teams, Webex, or Go to Meeting. Event types with locations such as Custom, Ask Invitee, Phone Call, or In-Person are not supported. Please make sure your selected event type has only one location configured. If multiple locations are set, the system will use the first one in the list. What happens when a meeting is booked or canceled? When a prospect schedules a meeting through a Calendly link, Reply receives the booking event from Calendly and identifies the prospect by email. The prospect is then assigned the Meeting Booked status and marked as Finished, which stops any further steps in the sequence. If the prospect does not already exist in Reply, and Create a new contact if one doesn't exist is enabled, Reply automatically adds a new contact. When a meeting is canceled, Reply removes the Meeting Booked status and records the cancellation in the prospect's Activity card. 👉 See also: Book meetings with Google Calendar

Book meetings with Zoom

Reply Meetings lets you schedule Zoom calls with your prospects directly from your meeting booking page. Once Zoom is connected, Reply generates Zoom meeting links automatically and sends meeting confirmations to both you and your prospect. Reply supports both free and Pro Zoom accounts. How it works On your side Before sharing your booking link, connect your Zoom account and configure your meeting settings. 1. Go to Settings → Meetings → General. Connect your Zoom account (you need to have Google Calendar connected first). 2. Sign in to Zoom and authorize Reply in Zoom (or Zoom Marketplace) if prompted. 3. Configure your meeting settings: - Time zone - Calendar title - Description - Meeting duration - Location 4. Open Settings → Meetings → Availability and configure your availability. 5. You can also set optional scheduling rules, such as: - Buffer duration - adds a delay between meetings, starting from the second meeting scheduled on the same day. - Earliest booking notice - sets how close to the current time a contact can book a meeting. - Booking window - sets how many days in advance a contact can book a meeting on your calendar. To learn more about those settings, please refer to this article. 6. You can now copy your booking link. 7. Otherwise, you can insert it into your sequence emails using the Book meeting link option. On your prospect's side When a prospect receives your booking link: 1. They click the personalized meeting link. 2. Reply displays available time slots based on your configured availability and your connected calendar. 3. The prospect selects a date and time. 4. They confirm their name, email address, and phone number (if requested). 5. They click Accept & Book. Reply then: - Creates the meeting. - Generates the Zoom meeting link. - Sends confirmation emails to both you and the prospect, including the Zoom join link and password (if applicable). What happens after a meeting is booked Once a meeting is scheduled: - If the booking link was sent to an existing prospect, Reply associates the meeting with that prospect and their sequence. - If the person does not yet exist in Reply, Reply creates or matches the prospect using their email address. - A booked meeting task is created in Reply. If the prospect is part of a sequence, the When books meeting sequence setting determines what happens next: - Mark person as finished - the prospect exits the sequence. - Continue sending emails - the sequence continues as scheduled. 💡 Important: Zoom is used only to generate the conference link. The scheduling process relies on your Reply Meetings settings, meeting availability, and connected calendar. When a meeting is booked, Reply also creates the event in your connected calendar. Make sure your calendar is connected and accessible; otherwise, meeting scheduling may not work correctly. Reply requires authorization and pre-approval in Zoom Marketplace before the integration can be connected successfully. Learn how to do this in the article.