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Calendars & Meetings

Last Update 7 dagen geleden

📅 Calendar in TalleFlow Zoom Integration in TalleFlow Scheduler

Scheduler

The Scheduler lets clients book time with you from a public link — discovery calls, consultations, walkthroughs, and similar meetings.

Vaasu Guduguntla

Last Update 7 dagen geleden

You create meeting types (what can be booked), set availability (when you’re free), and share a link. Clients pick a time. TalleFlow confirms the booking, adds it to your calendar, and can send email plus a video meeting link.

Each business has its own scheduler. If you manage multiple brands, set meeting types and hours separately for each one.

This article covers appointment scheduling. Times for package storefront checkout are configured on each package, not here.

How to Open the Scheduler

  1. Go to Calendar in the left sidebar.
  2. Use the tabs at the top:
    • Calendar — your meetings and events
    • Scheduler — meeting types and public booking links
    • Availability — weekly hours used by the schedule.

    Only owners, admins, and members who can manage the business can create or edit meeting types and availability.

                                            Before You Activate Booking

                                            TalleFlow will block activating a meeting type until setup is complete. You’ll see a warning at the top of Scheduler if something is missing.

                                            Finish these first:
                                            • Portal URL — set under Business Settings → Branding. Public links look like your-studio/discovery-call.
                                            • Email — connect Google Workspace or Microsoft 365 under Business Settings → Connected Tools so confirmation emails can send.
                                            • Availability — create at least one weekly schedule under Calendar → Availability.
                                            • Timezone — slots use your business timezone.
                                            Availability

                                            Go to Calendar → Availability.
                                            Availability is the weekly hours clients can book against.

                                            You can:
                                            • Create a default schedule (for example, Monday–Friday 9:00 AM–5:00 PM)
                                            • Create additional named schedules
                                            • Set which schedule is the default
                                            • Add multiple time windows on the same day (for example, morning and afternoon.

                                            Meeting types can use the default schedule or their own custom hours. Until a default schedule exists, you cannot activate meeting types.

                                                Meeting Types

                                                Go to Calendar → Scheduler, then click New meeting type. A meeting type is one bookable offering with its own public link.

                                                Basics:

                                                • Name — what clients see (for example, “Discovery call”)
                                                • Public slug — the last part of the booking URL (for example, discovery-call). Must be unique for this business.
                                                • Description (optional)
                                                • Duration — 15, 30, 45, or 60 minutes
                                                • Location
                                                  • Video call
                                                  • Phone call
                                                  • In person
                                                  • Custom (your own location text)
                                                Video Meetings

                                                If location is Video call, choose a provider:
                                                • Auto (connected provider) — uses the video tool you’ve connected
                                                • Zoom
                                                • Google Meet
                                                • Microsoft Teams
                                                • Other
                                                • None

                                                Connect Zoom, Google, or Microsoft 365 under Business Settings → Connected Tools before relying on auto-created join links.

                                                  Adding Team Members to Meetings

                                                  When a meeting is booked, you can add internal team members as attendees.
                                                  This is useful when someone else on your team needs to join the call, like a second photographer, an assistant, or a project manager.
                                                  To add a team member to a meeting:
                                                  1. Open the meeting from your calendar or project.
                                                  2. Add the team member as an attendee.
                                                  3. The team member will be included in the meeting and can see it on their calendar.

                                                  Automatic Project Creation from Bookings

                                                  When a client books through your public scheduler and no project is selected during booking, TalleFlow automatically creates a new project and links the meeting to it.
                                                   
                                                  The project will show its source as "Scheduler Booking" so you can tell it apart from projects you created manually.
                                                   
                                                  Things to know:
                                                  • Each booking creates a new project, even if the same client has booked before. A second booking from the same email creates a second project.
                                                  • If the client selects an existing project during booking, no extra project is created.
                                                  • Any automations you have set up for "Project Created" will fire for these auto-created projects.

                                                  Session Types vs Meetings (terminology callout)

                                                  Quick terminology note: In TalleFlow, the templates you set up in the Scheduler are called Session types (for example, "30-minute consultation" or "Wedding planning call"). When a client actually books one of those, the booked instance is called a Meeting.

                                                  Availability for this meeting type

                                                  • Use default availability — follows the schedule on the Availability tab
                                                  • Custom for this meeting type — weekly hours that apply only to this type

                                                  Date overrides 

                                                  • Blackout — block a specific date (holiday, travel day)
                                                  • Special hours — different hours on a specific date (for example, a Saturday open house
                                                  Advanced options

                                                  • Buffer before / after — padding around each booking so meetings don’t stack back-to-back
                                                  • Minimum notice — how far in advance a client must book (default 60 minutes)
                                                  • Max book ahead — how many days into the future slots appear (default 30)
                                                  • Max additional guests — extra emails the booker can invite (default 10, up to 50)
                                                  • Slot start interval — how often start times appear. A 30-minute meeting with a 15-minute interval offers 9:00, 9:15, 9:30, and so on
                                                  • Require project selection — logged-in portal clients must pick a project they can access. Guests are asked to sign in
                                                  • Default host — whose calendar busy times block slots when assignment is fixed (defaults to the business owner)
                                                  • Host assignment
                                                    • Fixed — always the default host
                                                    • Round-robin — rotates among a host pool; each person’s calendar is checked separately.
                                                    Publishing a Meeting TypeIn the Scheduler table you can:
                                                    • Edit the meeting type
                                                    • Activate or Deactivate it (only active types are bookable)
                                                    • Copy the public URL
                                                    • Open Meetings to see bookings for that type
                                                    • Delete the meeting type

                                                    A meeting type must have availability (weekly hours or special hours) before you can activate it.

                                                    Inactive types keep their settings and history; the public link simply stops accepting new bookings.
                                                          The Public Booking Link: Each active meeting type has a public URL: your-portal-url / your-business-slug / meeting-type-slug.
                                                          Example: https://portal.talleflow.com/your-studio/discovery-call Share this from your website, emails, or social profiles. The page uses your main logo and business name from Branding.

                                                          What Clients SeeClients go through three steps:

                                                          1. Date and time

                                                          They pick a day, then a start time. Only open slots appear. Busy time on the host’s TalleFlow calendar (and connected Google/Microsoft calendar, when synced) is blocked.

                                                          2. Details

                                                          They enter:
                                                          • First name and last name
                                                          • Email
                                                          • Phone (optional)
                                                          • Additional guests (if allowed)
                                                          • Notes (optional)
                                                          • A project (if you required it for portal users)

                                                                    3. Confirmation

                                                                    The booking is confirmed. They receive email with the time (in your scheduler timezone), a video join link when one is created, and links to reschedule or cancel.
                                                                    If two people try to take the same slot, the second booking is rejected and they’re asked to pick another time.
                                                                    Emails and CalendarWhen a booking is confirmed, cancelled, or rescheduled, TalleFlow can email:
                                                                    • The client (and additional guests on confirmation)
                                                                    • The host

                                                                    Confirmation emails include Reschedule and Cancel links the client can use without signing in.

                                                                      The booking also appears on Calendar as a meeting. Scheduler-origin meetings are read-only there — change the time with Reschedule, or Cancel Booking, rather than editing the title or times directly.

                                                                      If video link creation fails, the host can get an alert so you can add a link manually.

                                                                      Managing Bookings

                                                                      Open bookings from:
                                                                      • Calendar → Scheduler → the Meetings count on a meeting type
                                                                      • The booking on Calendar
                                                                      • Business Settings → Scheduler bookings (upcoming, past, and cancelled)
                                                                        For a confirmed booking you can:
                                                                        • View guest details, time, and status
                                                                        • Reschedule to another open slot (optional reason)
                                                                        • Cancel (optional reason)
                                                                        Clients can also reschedule or cancel from their email links. Past and cancelled bookings stay in history; you can’t reschedule those.
                                                                        Where Scheduler Connects in TalleFlowBranding
                                                                        • Portal URL (business slug)
                                                                        • Main logo on the public booking page
                                                                        Connected Tools
                                                                        • Google or Microsoft email for notifications
                                                                        • Google Calendar / Outlook busy times
                                                                        • Zoom, Google Meet, or Teams for video links
                                                                        Calendar
                                                                        • Booked meetings appear alongside your other events
                                                                        • Host busy times hide those slots from the public page
                                                                          Client portal
                                                                          • Optional “require project” so logged-in clients attach the meeting to a project

                                                                          Meeting-Based Automations

                                                                          You can build automations that trigger based on meeting events. For example, send a prep email before a meeting starts, or create a follow-up task after it ends.

                                                                          For details on meeting triggers and how to set them up, see Trigger Nodes in the Automations section.

                                                                          Setup Checklist 

                                                                          • Set your portal name under Branding
                                                                          • Connect Google Workspace or Microsoft 365 under Connected Tools
                                                                          • Connect Zoom (or Meet / Teams) if you want auto video links
                                                                          • Create a default availability schedule (Calendar → Availability)
                                                                          • Create a meeting type (Calendar → Scheduler)
                                                                          • Set duration, location, and buffers
                                                                          • Activate the meeting type
                                                                          • Copy the public link and share it
                                                                          • Book a test slot and confirm the email, calendar event, and video link.

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