Meeting types and booking links

A booking link lets someone pick a time on your calendar without back-and-forth email. When they book, Gabriel creates the meeting, puts it on your calendar, and records it on their timeline.

Before you start

• Connect your calendar. Go to Settings > Email & Calendar and connect Microsoft 365 or Google Workspace. Gabriel checks your calendar for busy times and adds booked meetings to it.
• Meeting types. Gabriel creates six to start with: Intro Call, Discovery Call, Demo, Proposal Review, Closing Meeting and Follow-up. An admin can change them (see below).

Send a one-time booking link in an email

1. Open a contact or lead and start a new email from their record.
2. In the email toolbar, click the calendar icon (Insert Booking Link), next to the link button.
3. Under One-off link for this recipient, click Generate a single-use link.
4. Pick a Meeting type and click Generate & insert.

A “Schedule a meeting type” button is added to your email. The link is made for that one recipient and is always for your own calendar.

Note

The one-off option only appears when you start the email from a contact or lead record.

Booking link rules

• One booking per link. Once someone books, the link shows “This booking link has already been used.”
• Expires after 30 days. After that it shows “This booking link has expired.” Send a new one.
• Contacts and leads both work. A lead who books stays a lead — they are not converted to a contact.

Share your personal scheduling pages

If you’ve set up personal scheduling pages in Settings > My Scheduling, the same email toolbar dialog lists them under My scheduling pages. Click one to insert its link. Unlike one-off links, these can be used again and again.

You can also copy a booking link from a lead, company or opportunity record with Share booking link.

What the person booking sees

The booking page shows your company name, the meeting type and length, your name, a date picker, and open times grouped into Morning and Afternoon. They pick a time, can add a note, and click Confirm Booking.

What happens when someone books

• The meeting is created in Gabriel and appears as a Meeting Booked activity on the contact’s or lead’s timeline.
• The meeting is added to your connected calendar with them as an attendee. Your calendar (Outlook or Google) sends them the invite.
• If the meeting type has video enabled, a meeting link is created and included.
• You get an in-app notification and an email. You can turn the email off in your notification preferences.
• If the person is a lead, their lead score is recalculated.
• They get reminder emails with the meeting details and join link:
  • 24 hours before, sent during business hours (Monday–Friday, 9 AM–5 PM in the meeting’s time zone). If no business-hours time is available in time, this reminder is skipped.
  • 2 hours before, at any time of day.

Reminders are only sent for meetings booked through a booking link or scheduling page, not meetings you create yourself.

If something fails during booking — the calendar event, the invite, or the video link — your notification tells you so you can follow up.

Set up meeting types (admins)

Go to Settings > Meeting Types. Click New Meeting Type to add one, or the edit icon to change one. To stop offering a type, deactivate it; you can turn it back on later.

Setting	What it does
Name and description	Shown to the person booking.
Duration	15, 20, 30, 45, 60, 90 or 120 minutes.
Color	Label color in Gabriel.
Category	The kind of meeting, used in reporting and automations.
Default meeting title and agenda	Pre-filled on the meeting that gets created.
Auto-create video conference link	On by default. Choose Auto-detect, Zoom, Microsoft Teams or Google Meet. Teams uses your Microsoft 365 connection; Google Meet uses your Google connection.
Minimum notice	How soon before a time someone can book. Default 24 hours.
Buffer before / after	Keeps free time around meetings (0–60 minutes).
Working hours	The hours times are offered. Default 9:00 AM–5:00 PM.

Troubleshooting

No times are showing. Check that your working hours and minimum notice on the meeting type match when you’re actually free, and that your calendar isn’t fully booked — the person can move to a later week.

The page says scheduling is temporarily unavailable. Gabriel couldn’t read your calendar, so it won’t offer times that might clash. You’ll get a “Your calendar couldn’t be checked for bookings” notification. Go to Settings > Email & Calendar and reconnect your calendar.

I don’t see the one-off link option. Start the email from the contact’s or lead’s record.

The meeting didn’t get a video link. Check that Auto-create video conference link is on for that meeting type and that the matching calendar (Microsoft 365 for Teams, Google for Meet) is connected in Settings > Email & Calendar.