Meetings and Prospect Calls

A meeting is any call that is not an interview: a discovery call with a company you are prospecting, a catch-up with a client, a call with a partner. Meetings live in Schedule → Meetings, beside your interviews, and use the same calendar and the same way of agreeing a time. A meeting starts in one of three ways: you create it, you invite a prospect from their lead record, or someone books on your booking page.

Create a Meeting

1. Go to Schedule → Meetings and click New Meeting
2. Under the guest's details, fill in Name and Email. Company and Phone are optional
3. In Meeting Details, give it a Meeting Title, an optional Description, a Meeting Type (for example Discovery Call or General Meeting) and a Duration
4. Leave Meeting Link blank when a video service is connected: a link is created for you once a time is booked. With none connected, paste your own link. For an in-person meeting, fill in Location
5. Under Proposed time slots, click a day, then a start time, for each time you can do. A warning marks a time that clashes with your calendar, your other meetings or your interviews; it never blocks you
6. Click Create Meeting

The guest is emailed the times and a link to pick one, and the meeting reads Awaiting Selection. If the email could not be sent, PlacementFlow says so when the meeting is created: open the meeting and send the guest the link yourself.

Start a meeting now

Switch on Start Instantly at the top of the form to skip the times. Click Start Meeting and the guest is emailed a "Join Now" invitation with the link straight away.

What the Guest Sees

The guest opens the link from their email. No login is needed.

1. They see your times in their own timezone
2. They pick one and click Confirm this time
3. The page confirms the booking, and they get a confirmation email with links to reschedule or cancel

If none of the times work, they click Suggest other times under "None of these work for you?" and send times of their own. The meeting page then shows a Guest proposed times card: click Accept this time on one, or Propose other times to answer with new ones.

Discovery Calls With a Prospect

When a company you are prospecting wants to talk, set up the call from its lead record in Clients.

1. Open the company and click Schedule discovery call
2. Under How the call is booked, choose:
   • Propose times: pick the Times to offer, add a note if you like, and click Send invite. Your contact gets the same email and page as any meeting guest, and the meeting appears in Schedule → Meetings
   • Already booked: you set the call up yourself. Record the date and time and nothing is sent
3. When your contact picks a time, the company's Discovery call shows it. If the meeting is cancelled, the company goes back to interested, ready for a new call

Proposing times needs a working email address for the contact. Without one, the lead record offers only Record discovery call.

After the call, click Complete discovery and pick how it went: They want to proceed, Not now or Dead end, not interested. That decides where the company lands in your pipeline. See BD Campaigns: Prospecting New Clients for the rest of that journey.

Your Booking Page

Your booking page lets people pick a time with you without waiting for you to offer one.

1. Go to Settings → Booking Page and switch it on
2. Set the URL Slug, the Page Title and Description guests read, and the Meeting Duration
3. Under Availability, set the days and hours you take calls, then a Buffer Between Meetings and your Timezone
4. Click Save Settings, then share the page's link

Guests are offered only the times you marked available, leaving out what is already taken by your meetings, your interviews and your connected calendar. A booking arrives as a Discovery Call meeting, and you get a "New booking" notification naming the guest.

Review each booking first

Switch on Review each booking before it is confirmed to approve bookings yourself. The guest then requests a time instead of booking it: the time is held for them, and nothing else is created until you decide. You get an "Approve or decline" notification and an email, the meeting reads Awaiting Your Approval, and its page shows Approve booking and Decline.

• Approve booking confirms the time and does everything a booked meeting gets (below)
• Decline cancels the request, frees the time and emails the guest a way back to your booking page
• A request you never answer lapses, and the guest is emailed a way to pick again

When a Time Is Booked

The moment a time is agreed:

• The meeting becomes Scheduled, or Confirmed when you approved a booking-page request
• If you left Meeting Link blank, the video link is created from your connected service
• An event is added to your calendar, with the guest invited from your own account
• The guest gets a confirmation email with the details
• You get a notification

Before the call, you get an email the day before listing tomorrow's meetings, and the guest gets a reminder shortly before it starts, with links to join, reschedule or cancel.

On the Meeting Page

Open any meeting from Schedule → Meetings. On a scheduled meeting with a video link, Join Meeting opens the call. The actions menu holds the rest:

The guest can reschedule or cancel from the links in their emails. If you move the event in your own calendar, the meeting moves too and the guest is sent the new time.

After the Call

On a completed meeting, the Meeting Outcome card records how it went: pick an Outcome (for example Interested, Not Interested or Needs Follow-up), add Notes, and click Save Outcome.

To talk again, click Schedule again on a completed, cancelled or no-show meeting. A new meeting opens with the same guest, type and duration filled in, linked to the earlier one.

Recording and Analysis

With Auto-record & analyze meetings switched on in Settings → Agency Settings (the General Settings card, admins only), a notetaker joins your video meetings. It is on unless you switch it off. The guest is told about the recording before they book, and the notetaker joins only once they have been told. Not every video service supports it: the note under the setting says which ones do.

After a recorded meeting, the Recording & analysis tab shows the transcript and an AI-generated summary of what was said, with key decisions, follow-ups and next steps. It is marked as AI-generated: read it, and the decision on what comes next stays yours. If a transcript is there but no summary yet, click Run AI Analysis.

Meeting Statuses

Related Articles

• Scheduling Interviews
• BD Campaigns: Prospecting New Clients
• Connect Your Mailbox and Calendar