Offer an appointment from an inquiry

Often the inquiry comes first and then a conversation is needed: a quick phone call, a video call or a visit to the venue. Instead of sending times back and forth by email, you send a personal booking link from the inquiry. Your customer sees the free times from your calendar and books on their own.

The appointment belongs to the inquiry. No new inquiry and no event is created, and the appointment does not block any rooms or booking pages in Univents – it only occupies your own calendar.

Rolling out gradually. Appointment booking is being switched on for workspaces step by step. The Appointments section with the Offer appointment button only appears in the inquiry once the feature is active for your workspace.

Requirements

• Personal calendar connected. Under Integrations → Calendar you connect your own Google or Microsoft calendar as a personal calendar. The free times come from it, and the booked appointment is added there. The shared workspace calendar does not count for this.
• Calendar integration in your plan (Core and above).
• You may edit inquiries.
• The inquiry's contact has an email address – the confirmation goes there.

If something is missing, the Appointments section of the inquiry shows a hint and, if the calendar is missing, the link Connect calendar.

Offer an appointment

1. Open the inquiry in the Inbox or on the Kanban board.
2. In the Appointments section, click Offer appointment.
3. Choose the type: Video call, Phone call or Site visit.
4. Check the duration (video and phone 30 minutes, site visit 60 minutes).
5. For a site visit, enter the meeting point (prefilled with the inquiry's venue). For video, choose whether the video link is created automatically (Google Meet or Microsoft Teams, depending on your calendar), whether you enter your own link, or send it later.
6. Under Adjust times you set weekdays, hours, notice, buffer and the period. Default: Monday to Friday, 9 am to 5 pm, at least one day ahead, 15 minutes buffer, bookable for the next 21 days.
7. Click Create link.

Then copy the link with Copy link or open the inquiry's familiar email dialog with Send by email – with a prepared, formal text. Nothing is sent until you click Send there. The link stays valid for 30 days as long as no appointment has been booked.

How your customer books

The link opens a page with your company name and logo. It shows the type of appointment, the duration and your first name. All times are shown in your workspace's time zone; if the device differs, a note says so.

Booking takes three steps: choose a day, choose a time, confirm the name (for a phone appointment also the phone number) and click Book appointment. If a time has been taken in the meantime, a note appears and the free times reload.

After booking, your customer receives a confirmation by email with a calendar file. The same link lets them view the appointment, reschedule it up to three times or cancel it. The appointment appears in your calendar right away.

Appointments in the inquiry

The Appointments section shows all appointments of the inquiry with their status: Link open, Booked, Rescheduled, Cancelled or Expired, plus time, type and with whom. For a phone appointment the number is shown, for video the link to the call.

With Cancel you cancel an appointment. If it was booked, it is removed from your calendar and your customer gets a cancellation email. An open link stops working.

The AI assistant can also show the appointments of an inquiry, create a link and – after your confirmation – cancel an appointment.

Good to know

• If you delete a booked appointment directly in Outlook or Google, it stays booked in Univents. So cancel it in the inquiry instead.
• If an inquiry is rejected, its appointments remain. Cancel them in the inquiry if needed.
• If you disconnect or reconnect your calendar, existing open links stop working. Create a new link then.