Configure meeting types and hosts

The Meeting section defines what a booking Agent offers and who can host it. It is available to Agents whose goal supports booking.

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Open the Meeting section

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Choose how the meeting is booked

The Type menu offers: For Google Meet, Microsoft Teams, phone, and in-person meetings, configure the host team and the supported Nexor availability flow. The current dashboard readiness check expects a personal calendar and weekly availability for native hosts. See Calendars and availability. For Calendly, see Connect Calendly. Do not combine a Calendly setup with External scheduling on the same active meeting type.

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Set the booking rules

The initial configuration uses a 30-minute meeting, a 15-minute buffer, 2 hours of minimum notice, and a 14-day booking window. Review these values for your operation. Under General and Advanced options, you can configure:

• Meeting name, used internally to identify the configuration.
• Event title, shown on the calendar invite. Type @ to insert leadName, leadEmail, leadPhone, hostName, hostEmail, clientName, company, or meetingType. Collected Agent fields can also appear when they have a matching key.
• Duration, from 5 to 480 minutes. Calendly controls this value for Calendly bookings.
• Min notice, from 0 to 336 hours between booking and the meeting start.
• Maximum notice, from 1 to 365 days into the future.
• Meeting buffer, from 0 to 120 minutes after a meeting.
• Allow overbooking, with a maximum of 2 to 20 bookings in one time slot. When off, the limit is one.
• Calendar invite details, optional text added to supported video meeting invites.
• Address or place, required for an in-person meeting.

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Assign hosts

Under Who takes your meetings?, select the members who can receive this meeting type. For the current personal-host setup, a fully ready native host has:

• An active assignment to this meeting type.
• An active personal calendar connection, as expected by the dashboard readiness check.
• Weekly availability with at least one active time range.
• A calendar provider that matches the video type, Google for Google Meet or Outlook for Microsoft Teams.

A warning appears when a selected host has no connected calendar. Only that person can authorize or reconnect their personal calendar. Ask them to sign in and open My Calendar. An Owner or Admin can review or refresh the displayed calendar status from Agent settings, but cannot authorize a provider for someone else. If a host’s time zone differs from the account’s time zone, their hours are still interpreted in the host’s own time zone. Review the displayed warning and the host’s availability before activation.

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Choose among several hosts

Leave Team member selection criteria empty to distribute meetings among eligible hosts using round robin. Add a short criterion when the Agent should choose based on information from the conversation, such as region, product, or language. In the supported personal-host setup, the dashboard treats only hosts that pass its calendar and availability checks as ready. A selected name alone is not enough. A legacy account’s central-organizer fallback can use a host with a valid schedule but no personal connection, so verify the actual account path instead of depending on that fallback.

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Use a custom assignment tool

Use your custom assign tool is an advanced option for an existing round robin or CRM rule. It becomes available when the Agent has a compatible custom tool and at least two assigned hosts, or when the option was already configured. The tool runs before booking and must return either:

• A Nexor member ID, or
• An external ID that is also saved on the corresponding Nexor member.

Choose the response field, choose the ID type, and select Test connection. When active, the returned member becomes both the meeting host and the lead owner.

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Add people to every invite

Use Default attendees to invite a person to every meeting of this type. Select a workspace member or enter an external email address. The chosen host is invited separately. You do not need to add every possible host as a default attendee. Changes to default attendees are saved immediately, even before the rest of the Agent page is saved.

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Customize the confirmation email

For non-Calendly meeting types, Additional Nexor email can send the lead a separate confirmation after booking. You can configure its subject, greeting, content sections, button text, disclaimer, and calendar note, then preview the result. Calendly manages its own booking communication, so this additional email editor is not shown for the Calendly type.

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Use an external scheduler

Choose External scheduling only when a client-owned or third-party system should control the booking. The Agent needs:

• One or more tools that return available slots.
• One tool that creates the booking.
• Optional tools to reschedule and cancel.

Hosts in this mode are references and are not required for the external system to accept a booking. This path requires working custom tools and should be tested end to end before activation.

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Verify before activation

• Confirm that the intended meeting type is active.
• For personal-host booking, confirm that at least one assigned native host has both a calendar and weekly availability.
• Confirm that Google Meet hosts use Google and Microsoft Teams hosts use Outlook.
• Test the lead-facing slots in Playground.
• Create a test booking and check the organizer, guests, title, link, and time zone.
• Review Reminders and alerts.

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Troubleshooting