With Meeting Booking, your lead capture form becomes a booking page.

Leads can submit their details, choose a time from your available slots, and book a meeting in a single flow.

Refrens then creates the lead, schedules the meeting, and syncs it with your Google Calendar.

Why use Meeting Booking in Forms?

Usually, when a lead fills out a form, your team has to contact them separately to schedule a call. This can lead to back-and-forth messages, delays, and missed opportunities.

Meeting Booking reduces this friction by allowing the lead to pick a time directly from the form.

With this feature, you can:

• Collect lead details and meeting preferences together
• Show available slots based on your Google Calendar
• Reduce manual follow-ups for scheduling
• Create a lead and a meeting together in Refrens
• Sync booked meetings with Google Calendar
• Track scheduled and cancelled meetings from Refrens

Before you start

To enable Meeting Booking in a lead capture form, you need to connect your Google Calendar with Refrens.

Google Calendar is used to check your availability and avoid showing time slots where you are already busy.

If your Google Calendar is not connected, the system will ask you to connect it before enabling meeting booking.

Here's how to do so: How to connect Google Calendar with Refrens?

Enable Meeting Booking in a Lead Capture Form

While creating or editing a lead capture form, go to the Select Fields section and click Add Your Calendar or enable the meeting booking option:

A Calendar Meeting Setup drawer will open:

Here, you can configure how leads should book meetings through this form.

Configure meeting booking settings

In the Calendar Meeting Setup drawer, you can set the following details:

1.Connect With

Select the Google Calendar account that should be used for checking availability and creating meetings.

If more than one calendar is connected, choose the calendar you want to use for this form.

2.Label

Add the label that should appear on the form:

For example:

Book A Call

Schedule a Demo

Book a Consultation

Pick a Meeting Slot

This label helps form visitors understand what action they need to take.

3.Help Text

Add a short help text to guide the lead.

For example:

Pick a time that works for you

Choose a suitable slot for a quick call

Select your preferred meeting time

4.Required Field

Turn this on if selecting a meeting slot should be mandatory before the form can be submitted.

this is turned off, the lead may still submit the form without booking a meeting.

5.Meeting Duration

Choose how long the meeting should be.

Available options may include durations such as 15 minutes, 30 minutes, 45 minutes, 60 minutes, and more depending on your setup.

6.Meeting Type

Choose the type of meeting you want to offer.

u can use options such as:

In Person

Phone Call

Video Call

If you select Video Call, Refrens can create a Google Meet link when the meeting is booked.

7. Work Start and Work End

Set your working hours for this form.

For example, if you set the work start time as 10 AM and work end time as 7 PM, Refrens will only show available slots within that time range.

8. Minimum Notice

Set how much advance notice you need before a lead can book a meeting.

For example, if the minimum notice is set to 24 hours, leads cannot book a meeting slot that starts within the next 24 hours.

This helps you avoid last-minute bookings.

9. Time Between Meetings

Set a buffer between meetings.

For example, if you set a 15-minute buffer, Refrens will keep a gap between two meeting slots.

This gives your team time between calls.

10.Allow Booking Up To

Choose how far in advance leads can book a meeting.

For example, if you select 2 weeks, leads will only see available slots for the next two weeks.

11. Available Days

Choose the days when leads can book meetings.

For example, you can select Monday to Friday if you do not want leads to book calls on weekends.

Once all settings are configured, click Save Meeting Settings.

Save and publish the form

After saving the meeting settings, save your form changes.

Once the form is ready, click Publish Changes.

Your lead capture form can now show the meeting booking section to visitors.

How leads book a meeting from the form

When a lead opens the form, they will see the normal form fields such as name, email, phone number, organisation name, and message.

Below the form fields, they will see the meeting booking section:

The lead can:

1. choose a date
2. select the meeting duration, if applicable
3. choose an available time slot
4. review the selected meeting details
5. submit the form

Once submitted, Refrens creates the lead and schedules the meeting.

What happens after a lead submits the form?

After the lead submits the form with a selected meeting slot, Refrens performs the following actions:

1. Creates a lead in the selected sales pipeline
2. Creates a meeting record linked to that lead
3. Adds the meeting to your Google Calendar
4. Creates a Google Meet link for video calls, if applicable
5. Shows a meeting confirmation to the lead
6. Tracks the meeting inside Refrens

This helps your team get both the lead details and the booked meeting without manual scheduling.

View booked meetings in Refrens

You can view meetings from the Lead Management section.

Go to Sales CRM > All Meetings:

Here, you can see details such as:

• meeting title
• linked lead
• scheduled date
• scheduled time
• meeting duration
• meeting status
• cancellation details, if any
• created by

This helps your team track all meetings booked through forms and other lead workflows.

If a meeting is cancelled, the slot may become available again based on calendar availability and booking rules.

Google Calendar sync

Meeting Booking works with Google Calendar integration.

Refrens checks your connected Google Calendar before showing slots to leads. Busy slots are not shown on the form.

When a lead books a meeting, the event is added to your Google Calendar.

For video meetings, a Google Meet link can also be created and added to the meeting.

Frequently Asked Questions

Can I add meeting booking to an existing form?

Yes. You can open an existing lead capture form and enable meeting booking from the form builder.

Do I need Google Calendar to use meeting booking?

Yes. Google Calendar needs to be connected so Refrens can check availability and create calendar events.

What happens if a selected slot is no longer available?

Sometimes, a slot may be selected by a lead but become unavailable before the form is submitted. In such cases, Refrens checks availability again before confirming the meeting. If the slot is no longer available, the lead will need to select another available time.

What if no slots are available?

If no slots are available within your selected booking window, the form will show a message that no slots are available. The lead may still be able to submit the form as a normal lead capture form, depending on whether meeting booking is marked as required.

Will the meeting appear in Google Calendar?

Yes. The booked meeting is synced with your connected Google Calendar.

Can a lead submit the form without booking a meeting?

This depends on whether the meeting booking field is marked as required. If it is required, the lead must select a slot before submitting the form.

Where can I see meetings booked through forms?

You can view them from Sales CRM > All Meetings in Refrens. The same will also appear in your Google Calendar.

What happens if a meeting is cancelled?

The meeting status is updated in Refrens. The cancelled slot may become available again based on your Google Calendar availability and meeting booking settings.

Updated on: 01/06/2026