Booking Meetings from Replies

Before You Offer a Meeting

Meeting proposals use the same availability system as interview scheduling. Before enabling them:

1. Create an active availability schedule for the host.
2. Connect Google Calendar if the host wants busy events removed from the booking page.
3. Connect Google Meet if Kit should create a video room after booking.
4. In the campaign, choose the meeting host and enable Offer a meeting when prospects show interest.
5. Keep SMTP verified: prospect confirmations are sent through the account’s own sending connection.

If no host is selected, Kit uses the account’s first member. Set the host explicitly when that fallback would be ambiguous. Without an active schedule, Kit drafts the response without a booking link instead of offering unavailable times.

From Reply to Booking

When an eligible reply calls for a meeting, the AI can create a 15, 20, 30, 45, or 60 minute proposal and place its booking link in the suggested response. The response still goes through human review; the link is not sent until you approve the message.

The booking link is valid for 14 days and is bound to that proposal. Kit limits repeated proposals to three open proposals per prospect. Unbooked proposals older than 30 days are cancelled during cleanup.

On the booking page, the prospect can view slots in their time zone. Kit combines the host’s weekly hours, date overrides, buffers, notice window, booking horizon, and enabled Google Calendar conflict checks. The final booking rechecks availability under a lock, so two people cannot claim the same host slot.

Availability-schedule meeting-count limits are not currently enforced for Outreach bookings. Monitor Outreach meeting volume separately; do not rely on a daily, weekly, or monthly limit to hide or reject slots.

After Confirmation

Confirmation does four things:

• Records the chosen time and closes the one-time booking path
• Emails the prospect and host with an .ics calendar invitation
• Tries to create a Google Meet space when the integration is available
• Gives the prospect a separate link to reschedule or cancel

A Google Meet failure does not undo the booking; the calendar invitation remains the fallback. Coordinate an alternative joining method directly with the prospect if needed.

Rescheduling rechecks the new slot, increments the calendar-event sequence, invalidates the previous management link, and sends updated invitations with a fresh link. Cancellation invalidates the link and sends a calendar cancellation to both parties. Management links expire after 90 days.

Privacy and Access

The public pages require signed, expiring links, are marked no-index/no-archive, and send no referrer header when the prospect follows an external meeting link. The confirmation IP address and browser identifier are encrypted at rest. A booking is also rejected if its campaign, prospect, host, and account no longer belong together.

Treat a forwarded booking or management link as access until it expires or the meeting changes state. Do not paste those links into shared tickets or public notes.

Setup Checklist

• Campaign host is the person who should receive the meeting
• Host has an active schedule with correct time zone, hours, and buffers
• Conflict-checking calendars are connected and current
• SMTP is verified and a confirmation email has been tested
• Google Meet is connected, or another meeting-link fallback is understood
• A test booking, reschedule, and cancellation all produce the expected calendar updates