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AurionAI

Book a meeting from a conversation

4 min readBy Emmanuel Yazbeck

Who sees this: Inbox — profiles Helpdesk and AI Voice + Helpdesk. Roles: Agent, Admin and Owner, and other users with the Manage meetings permission. Supervisor and Read-only users do not have it by default.

When a call or a visit helps more than an email, send the customer a booking link. The customer picks a free time in your calendar, and the meeting appears in the conversation.

Prerequisites

  • Your organization uses the Helpdesk or AI Voice + Helpdesk profile.
  • Your base role is Agent, Admin or Owner, or you have the Manage meetings permission.
  • Your calendar is connected: Google Calendar or Outlook. The customer sees free times only from a connected calendar. Connect it in your profile, on the Calendars tab, or in the booking window below. Read Set up your profile for agent work.
  • Optional: a video account, connected on the Video Conferencing tab of your profile, to add a video link to the meeting.
  • The customer has an email address. The booking link goes by email.

Steps

  1. Open the conversation.
  2. In the bar of buttons at the top, select Schedule meeting. On a phone, it is in More. The window Schedule Meeting opens.
  3. Check Title. It starts with the subject of the conversation.
  4. In Message, write a short message for the customer. The booking link is added to it by itself. To get a draft, select Generate with AI and read the result.
  5. Set Valid for (how many days the link works), Duration, Buffer time and Timezone.
  6. Check Contact Email and Contact Name. They start with the contact's details. The email address is required.
  7. Under Calendar, check that your calendar shows Connected. If not, select Connect for Google Calendar or Outlook and sign in.
  8. Under Video Conferencing, choose a video account or No video.
  9. Under Booking Links, choose whose free times the customer sees:
    • My booking link: your own calendar.
    • Team booking link: the calendars of a team. Choose the team. Only a team lead of that team, Admin and Owner can send a team link.
  10. Select Send Booking Link.

The window starts with My booking link selected. For Admin users in an organization with teams, it starts with Team booking link.

Result

  • The message Booking link sent appears, and the customer receives an email with the booking link.
  • When the customer books a time, the meeting appears in the tab Meetings of the conversation, with its status: Scheduled, Cancelled or Completed. If the meeting has a video link, select Join meeting to join it.

Change or cancel a booked meeting

  1. Open the conversation and select the tab Meetings.
  2. Next to a meeting with the status Scheduled:
    • to change it, select Edit meeting, change Title, Start, End, Location or Meeting URL, and select Save;
    • to cancel it, select Cancel meeting, then Confirm.

If something goes wrong

  • Schedule meeting is missing. Your role cannot book meetings. Supervisor users need the Manage meetings permission from an additional role. Ask your administrator.
  • The tab Meetings is missing. Your role cannot see meetings. It needs the View meetings permission.
  • An error says team booking links require team lead access. Choose My booking link and send again, or ask a team lead.
  • The customer sees no free times. Your calendar is not connected, or it has no free time in the days the link works. Connect your calendar and send a new link.
  • Connect is missing and the provider shows Not configured. Your organization has not set up this calendar provider. Ask your administrator.
  • The message Contact email is required appears. Enter the customer's email address.
  • The message No team members have calendars connected appears for a team. Nobody in the team has connected a calendar. Use My booking link.

Still stuck? Submit a request or .