How to Set Up Online Booking & Scheduling

Stop the back-and-forth of "what time works for you?" TrustPager scheduling lets your clients book time directly through a booking page. You set your availability, share a link, and every booking syncs to your calendar and CRM automatically.

Open the Scheduling Page

Go to https://app.trustpager.com/operations/scheduling. This is where you configure your business hours, create bookable event types, and manage incoming bookings.

Set Your General Business Hours

Your general (company-wide) hours live at https://app.trustpager.com/settings/tools?section=scheduling, under General Availability. Toggle the days you are available and set your start and end times. That is the default window clients can book into. You can also add date overrides for holidays or days you are not around.

These are your company-wide default hours. If a team member has their own personal working hours turned on, bookings assigned to them use their personal schedule instead of the company default. And any individual event type can carry its own hours too, which take priority over both.

If any event types have their own hours, a note on this page lists them, so you can see at a glance which ones an edit here will not affect. To change one of those, open that event type and set its own hours (below).

Give an event type its own hours

Each event type can have its own weekly hours, timezone, and date overrides, completely separate from the host's personal schedule or your company default. This matters when the same person hosts two different call types that need different windows, for example an "Application Call" you only want to take in the mornings and a "Breakthrough Call" you only want to take in the afternoons. Previously both call types read the same shared hours, so changing one changed the other without you realising.

To set it: open the event type from https://app.trustpager.com/operations/scheduling and find the Availability card. The hours you set there apply to this one event type only. To make it easy, the card starts pre-filled with your general hours, so you can see what is currently in effect and adjust from there. It only becomes this event type's own schedule once you change something and it saves.

Leave it untouched and the event type keeps using the host's personal schedule (if they have one turned on), or your general hours. Nothing changes for an existing event type until you open it and set its own hours.

Why a day shows no times

If a day on the booking calendar is greyed out or shows no available times, the booking page now tells you why: either there are no open hours set for that period, or the host's connected calendar is busy. If it says no open hours, check this event type's own hours (or your general hours); if it says the calendar is busy, the host has events blocking that time.

Create a Bookable Event Type

On the right of the scheduling page, create your event types. Hit the plus, give it a name (for example "Discovery Call", "30 Minute Consultation", or whatever you offer), set the duration, and choose a Minimum Notice. Each event type becomes its own booking page.

Choosing Public booking or Group session as the Meeting Type switches Public Booking on for you. Every event type that has a booking page is listed on the Scheduling page, and one that is not live yet is marked Not live so it never disappears from the list. While Public Booking is off, the event type's Public URL tells you the link is not live yet, and the embed code stays hidden until you turn it on.

Video meetings and meeting links

You do not need Google Calendar to put a video event type live. Set Location to Video call and you can go live straight away. How the meeting link works depends on what you have set up:

• Google Calendar connected: if any assigned host has connected Google Calendar, each booking gets its own Google Meet link, exactly as before.
• A meeting link on the event type: on the Location card, paste a fixed Zoom, Microsoft Teams or Google Meet room into the Meeting link field. It must start with https://. When no assigned host has Google Calendar connected, every booking uses this link. It appears in the confirmation email, the calendar invite, SMS messages, reminders and the booking confirmation page, and the TrustPager Notetaker joins it when recording is on. If a host does have Google Calendar connected, the pasted link is only a fallback.
• Neither: bookings still go through, but they carry no meeting link. Booking Settings shows a note asking you to add a meeting link or connect Google Calendar at https://app.trustpager.com/account/connect.

Booking pages, emails and the bookings list name the link for what it is: Google Meet, Zoom, Microsoft Teams, or just "Video call". Phone and in-person event types never needed Google Calendar.

If you work with the API, scheduled event types have a location_meeting_url field (https only). Event types created through the API also get the default booking confirmation email, the same as ones created in the app. For exact field names see https://docs.trustpager.com/reference.

Minimum Notice

Minimum Notice controls how soon before a slot someone can book it. The options range from No minimum (instant) up to several days ahead. "No minimum (instant)" means slots stay available right up to the current moment, so a contact or client can book and join a meeting immediately, with no buffer required.

To set it: open the booking type at https://app.trustpager.com/operations/scheduling, find the Minimum Notice field, and choose your preferred option. It saves automatically.

Instant bookings from a contact or opportunity

When Minimum Notice is set to "No minimum (instant)", you can book a meeting immediately from inside a contact or opportunity record in the CRM. The slot is available right now, so there is no waiting period. This is useful for ad-hoc calls you want to start straight away and still have recorded in the CRM.

If the booking type has video meeting recording enabled, the TrustPager Notetaker joins the call automatically and saves the transcript to the record.

Paid Bookings: Cancellation & Reschedule Policy

If you charge for an event type, you can set a refund and reschedule policy so people know where they stand before they pay, and so refunds for cancellations happen on their own. The Cancellation & Reschedule Policy card appears on an event type once Require payment is switched on. Refunds go through your own connected Stripe account. The policy is off by default, so nothing changes for existing event types until you turn it on.

To set it up, open the event type from https://app.trustpager.com/operations/scheduling, find the card, switch it on and fill in:

• Full refund window: how many hours before the start time a booker can cancel and get everything back.
• Late refund %: the share refunded if they cancel after that window closes. Use 0 for no refund.
• Reschedule cutoff: how many hours before the start time a booker can still move their booking.
• Max reschedules per booking: how many times one booking can be moved.
• Note to bookers (optional): a short message shown alongside the policy.

What the booker sees

The policy is shown to the booker before checkout, and again on their manage-booking link, so they have read it before any money is taken.

What happens when they cancel

When a booker cancels from their manage-booking link, the refund is issued automatically through your own connected Stripe account:

• Inside the full refund window, they get a full refund.
• After the window, they get the late refund percentage you set.
• Once the session has started, there is no refund.
• A booking is never refunded twice.

What applies to whom

The reschedule cutoff and the reschedule cap only apply to the booker's own self-service link. You and your team can always cancel or move a booking from the Portal with no limits, whatever the policy says.

Good to know

• The policy is not added to confirmation emails. It shows on the booking page, at checkout and on the manage-booking link.
• Cancelling does not move the linked opportunity to a different stage. If you want that, build it with a Booking Cancelled automation (see below).
• There is no refund button for hosts. If you cancel a booking yourself and want to refund the person, do it in Stripe.
• There are no automation triggers for "refunded" or "not refunded" yet.

Limit How Often Someone Can Book

Booking Limits stop one person from booking the same event type again and again, for example a free consult that should be a one-off, or a session you only want someone to take once a month. The Booking Limits card is on any public event type, paid or free. It is off by default.

Open the event type from https://app.trustpager.com/operations/scheduling, find the card, switch it on and set:

• Max bookings per rolling period: how many bookings one person can hold in any stretch of N days.
• Minimum gap: the number of days that must pass between one person's bookings.
• Match the same person by: email, phone, or either. Email matching ignores upper and lower case, so Sam@Example.com and sam@example.com count as the same person.
• Message: what the booker sees when they hit the limit.
• Alternative link (optional): shows a "See other options" link under the message, handy for pointing them at a different event type or your contact page.

Where the limit is enforced

The limit is checked everywhere a booker can make or move a booking:

• The public booking page
• Paid checkout, before any payment is taken
• The client portal
• The voice agent
• The email and SMS assistant
• Booker reschedules from their manage-booking link

When someone is over the limit, they see your message (and the alternative link if you added one) instead of a confirmation. Bookings you or your team make from the Portal or through the API are never limited.

Good to know

• Limits count bookings on this one event type only. They do not look across several event types.
• Blocked attempts are not logged anywhere, so you will not see a list of people who were turned away.

Share the Booking Link

Copy the link from the event type. Drop it in your email signature, send it in follow-ups, embed it on your website, or paste it into automated messages. Clients click the link, pick a time that suits them, fill in their details, and confirm.

Bookings Sync Automatically

Every booking lands in your upcoming bookings list and flows straight through to:

• Your CRM as a new contact and opportunity
• The client as a confirmation email
• Your calendar as a meeting invite

Nothing to chase, nothing to enter manually. Connect Google Calendar at https://app.trustpager.com/account/connect and each new video booking will also get its own Google Meet link automatically (or paste a fixed meeting link on the event type, see above).

Show the Meeting Time on the Opportunity Card

By default, every booking also stamps the meeting onto the linked opportunity's Next Action, so the meeting date and time show right on the opportunity card in your Workflows board and on the opportunity page. If the meeting is rescheduled, the Next Action moves to the new time automatically.

This is set per event type. Open an event type at https://app.trustpager.com/operations/scheduling and find the Update Next Action toggle at the bottom of the CRM Deal Settings card. It is on by default; switch it off for any event type where you would rather set the opportunity's Next Action yourself.

Automate What Happens After a Booking

TrustPager can also trigger automations off booking activity on your scheduling page. This is native to TrustPager, you do not need a third-party integration to make it work.

Four events are available as triggers:

• Booking Created - a new booking has been made (from your public booking link, the staff Add Booking button, or your AI dialler)
• Booking Rescheduled - an existing booking has been moved to a new time
• Booking Cancelled - a booking has been cancelled
• Booking No-Show - a booking has been marked as a no-show

To wire one up, open the automation builder at https://app.trustpager.com/auto/automations, create a new automation, and select the Scheduler card (labelled "Booking events") from the trigger grid. Choose the event you want to respond to, then add your actions.

Common things to automate off a booking:

• Remove the contact from a nurture sequence. If you have been sending a "book a call" drip to a prospect, a Booking Created trigger can immediately remove them from that queue so they stop receiving chase emails the moment they book.
• Notify the assigned rep. Send an internal email or Slack message with the client name, contact details, and meeting time so the rep knows straight away.
• Move the opportunity to a new stage. Automatically progress the linked opportunity to "Meeting Booked" when a booking comes in.
• Re-engage after a cancellation. On Booking Cancelled, create a follow-up task or send an email offering alternative times.

Only recover people who have nothing else booked

Someone can cancel one booking and still hold another, for example a duplicate booking or a second meeting type. Booking Cancelled and Booking No-Show both carry Other Upcoming Bookings (count): how many other confirmed, future bookings the same person still has at that moment.

Add the condition Other Upcoming Bookings (count) equals 0 in the Conditions box of your recovery automation at https://app.trustpager.com/auto/automations. Your rebook email or recovery sequence then only goes to people who are genuinely left with nothing booked, and never to someone who already has their next call in the diary. The next booking's start time and meeting type are also available as variables if you want to mention them in a message.

Booking Cancelled also runs when the organiser deletes the meeting from their Google Calendar. If you'd rather your automation ignored those, add the condition Cancelled From does not equal google_calendar_sync. Other values for Cancelled From tell you whether the cancel came from the Portal, the booker's own booking link, the API, a voice agent or the email and SMS assistant.

For the full list of fields available in actions (name, email, phone, start time, meeting link, cancellation reason, and more), see https://trustpager.com/help-center/build-trigger-automations.

Booking a Meeting from an Opportunity

You can also trigger a scheduled booking directly from an opportunity in your pipeline. On the opportunity sidebar, click Add Action and choose Reminder or Google Meet from the dropdown. Google Meet generates an ad-hoc Meet link straight away, useful for one-off meetings without going through the scheduler. Reminder lets you schedule a follow-up action at a specific date and time instead.

For a full walkthrough of the Next Action card, see https://trustpager.com/help-center/next-action-card.

Managing Bookings

All bookings show up on your calendar and on the linked contact record. From the booking detail, you can:

• Mark the meeting as attended, late, or no-show
• Cancel or reschedule
• See the contact full CRM profile for context before the meeting

Change Who Hosts a Booking

Each booking starts with the hosts set on its event type. To hand one booking to someone else without changing the event type, go to https://app.trustpager.com/operations/scheduling, click the host names on the booking card, and tick or untick team members. The change saves when you close the list.

The calendar invite follows the change:

• If the person who owns the invite is still a host, the invite stays where it is and the new hosts are added as guests.
• If you take that person off, the invite moves to the new host's Google Calendar. The time and the video meeting link stay the same, so your client keeps using the link they already have.
• If none of the new hosts has connected Google Calendar, the invite stays on the original calendar and the new hosts are added as guests.

Reminders, the CRM calendar, the Assignee filter and booking reports all follow the new hosts. If someone you add already has something on at that time, you will see a warning, but the change still goes ahead.

To undo it, open the list again and click Go back to the meeting type's hosts. You can also change the hosts on a past meeting to record who actually ran it; that never sends a calendar update. Group sessions and recurring meetings take their hosts from the event type, so change those on the event type itself.

See Where a Booking Came From

Every booking records how it was made. If you use the API or a connected AI agent, the list_bookings tool has a booked_via filter so you can pull up only the bookings from one source:

• voice_agent: the AI phone agent
• website: the public booking page
• client_portal: a signed-in portal member
• staff_calendar: booked by a team member
• api: made through the API, or by an AI agent over MCP. These bookings also record which API key or connection made them.
• auto_responder: the inbox AI replying to a customer
• internal: an internal team meeting
• none: no source was recorded

Bookings with no source are ones made before attribution began: before 29 September 2026 for api, auto_responder and internal bookings, and before 23 September 2026 for the other sources. The source is set by TrustPager, so a caller cannot choose or change it. API keys are managed at https://app.trustpager.com/settings/api.

Tip: Add your booking link to the email templates you use most. When a lead replies to a follow-up, they can book a call in one click instead of going back and forth on times.

Want TrustPager to automatically record your meetings and save transcripts to the CRM? See https://trustpager.com/help-center/meeting-notetaker.