Hello! In this guide, you’ll learn how to manage your calendar and appointments using LeadCenter.ai Calendars — a robust scheduling system designed to automate, organize, and simplify your client interactions.

1. Overview of LeadCenter Calendars

LeadCenter calendars are designed to streamline your meeting experience, both internally within your firm and externally with clients and prospects.

They enable you to:

• Automate email and text reminders for appointments.
• Allow clients and prospects to book meetings directly using public calendars.
• Integrate with Microsoft, Google, and Redtail calendars to bring all appointments into one unified view.
• Gain insights through advanced reporting and analytics tools that help monitor your business performance.

With LeadCenter, you can manage all meetings, tasks, and reminders from a single, centralized platform.

2. Types of Activities You Can Create

In the LeadCenter calendar, you can create and manage several types of activities:

A. Appointments with Contacts

• Designed for meetings with clients or prospects.
• Automatically triggers confirmation emails and reminders by text and email.
• You can include spouses or guests when scheduling.
• Appointment categories (e.g., First Visit – Not a Client, Review Meeting) help classify and report meetings.

B. Internal Meetings

• Used for meetings between team members.
• Does not trigger reminders or client-facing notifications.
• Keeps internal collaboration organized without cluttering client-facing schedules.

C. Free / Busy Time Blocks

• Helps block off time for focused work, admin, or unavailable hours.
• You can include multiple users to coordinate shared busy periods.
• Appears on the calendar but is not bookable via public links.

D. Tasks

• Tasks appear on your internal calendar as reminders but do not block time.
• Perfect for keeping track of follow-ups, documentation, and prep work.
• To block your calendar for a task, use a time block instead.

E. Client Review Reminders

• Automates email and text reminders to clients before their scheduled review due dates.
• Ensures regular client engagement and reduces missed review meetings.

3. Integrating External Calendars

LeadCenter supports seamless integration with external calendar systems, allowing all your schedules to sync in real time.

You can integrate:

• Microsoft Outlook / Office 365
• Google Calendar
• Redtail Calendar

Once connected:

• All appointments appear in your external calendar automatically.
• Conflicts are detected to prevent double-booking.
• Updates in one calendar reflect across all systems.

Integration ensures your availability is always accurate and up to date, regardless of where the appointment originates.

4. Public Calendars and Online Scheduling

Each LeadCenter user can create multiple public calendars for different meeting types — all accessible via BookMyTime.ai.

Key Features:

• Each public calendar has a unique shareable link.
• Clients and prospects can view your availability and book appointments directly online.
• You can customize:
  • Meeting duration and category
  • Confirmation emails and reminders
  • Booking instructions and blocked days
  • Invitee questions to collect additional information before meetings

Public calendar links can be:

• Embedded on your website using an iframe.
• Shared via email, text, or social media.
• Configured to limit bookings per day or week.

Public calendars eliminate scheduling friction, making it easier for prospects to book meetings — helping you close deals faster.

5. Automating Appointment Communication

LeadCenter automates several aspects of the meeting process:

• Confirmation emails when meetings are booked.
• Text and email reminders (3 days, 24 hours, 2 hours, or 15 minutes before).
• Follow-up emails after meetings to thank clients or prompt next steps.
• Client review reminders for periodic engagement.

This automation ensures smooth communication and reduces no-shows — all without manual effort.

6. Accessing Your Public Calendar

To share or access your public calendar:

1. Open your calendar settings.
2. Navigate to Public Calendar Links.
3. Copy any of the links and share them with clients, or paste the link directly into your browser’s address bar.

Your BookMyTime.ai page will display all available calendars for booking.

Summary

Pro Tips

• Use appointment categories (e.g., First Visit, Review, Internal) for cleaner reporting.
• Regularly check your Business Hours and availability to prevent overbooking.
• Sync your calendar with external tools to maintain consistent scheduling visibility.
• Use client review reminders to improve retention and engagement.

By managing your calendar and appointments in LeadCenter.ai, you can automate your scheduling, eliminate manual follow-ups, and give clients a seamless booking experience — allowing you to focus on growing your business.

Thank you for watching!