Hello, my name is Chris. In this article, you'll get an overview of the Calendars feature in LeadCenter.
Each user has their own calendar, and you can easily view and manage multiple calendars from one place.

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Accessing Calendars

To access your calendar:

• Go to the blue menu on the left.
• Click Calendars.

By default, this opens your personal calendar or the last calendar you viewed in your previous session.

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Calendar Layout and Sections

The Calendar Page is divided into several sections:

1. Header
2. Filter Bar
3. View Selector

The View Selector lets you switch between:

• Today’s Events
• Month View
• Week View
• Day View
• List View

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Viewing Multiple Calendars

In the Header, your name and profile picture appear on the left.
On the right, you can view other users’ calendars side by side with your own.

Example:
If you select two or three calendars:

• Your appointments appear in gray.
• Michael’s appointments appear in blue.
• John Smith’s appear in green.

Switching to Month View displays all appointments across the selected calendars.
Click Clear All to reset the view back to your personal calendar.

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Filtering Calendar Data

You can filter appointments in several ways:

1. By Type

To see only appointments linked to contacts:

• Select Contact Appointments from the filter menu.
• The calendar updates automatically.
• Click the X next to the selected option to reset.

2. By Category

To filter by appointment category:

• Choose a category, such as Allocation / Onboarding Meeting.
• Only appointments that match this category will appear.
• Click the X to clear the category filter.

3. By Source

You can also filter appointments by source, based on where they were created:

• LeadCenter
• Redtail
• Google
• Microsoft

LeadCenter calendars support integration with all three external platforms.
Color coding helps you identify the source at a glance:

• Redtail items appear in red.
• Google items appear in green.
• Microsoft items appear in yellow.
• LeadCenter tasks appear in purple.

You can also choose to display tasks directly on your calendar.

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Creating Appointments and Events

On the right side of the screen, click the Create button to add new calendar items.
From this menu, you can create:

• Appointments
• Internal meetings
• Free or busy time blocks
• Review reminders

Note:
Tasks created here are stored in the Task Table, not in the Calendar or Appointment sections.

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Viewing Other Users’ Calendars

To view other users’ calendars:

• Click the Select Calendar button.
• Choose the user you want to view.

Example:
If you select John’s calendar, his appointments appear immediately in your view.
You can switch back to Janet’s calendar or any other user’s calendar at any time.

You can also share public calendar links with others.
Click Public Calendar Link to copy and share your calendar.
You can create multiple links — for example:

• One for Client Reviews
• Another for First Appointments

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Calendar Settings and Preferences

Click the Calendar Settings button to manage your preferences.
Here, you can configure:

• Availability
• Reminders
• Other calendar options

If you need to configure settings for another user:

• Select their name from the dropdown — no need to switch calendars manually.
  Click Back to return to the main calendar view.

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Navigating the Calendar

From the main view, you can:

• Switch between Day, Week, and Month views.
• Use the arrow buttons to move through your calendar by day, week, or month.
• In Day View, click Today to jump back to the current date.

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Wrapping Up

This concludes the overview of Calendars in LeadCenter.
You can view multiple calendars, filter appointments, manage integrations, and create meetings all in one place.

To learn more about scheduling appointments and advanced calendar management, watch the related videos in the Help section.

Thank you!

In this guide, you’ll learn how to create and manage appointment templates in LeadCenter.
Appointment templates help streamline the scheduling process and ensure standardized meeting details across your team, promoting consistency and saving time.

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What Are Appointment Templates?

Appointment templates are predefined meeting setups that include details like:

• Subject and description
• Location and meeting category
• Confirmation email templates

They make it easy to create new appointments that follow a consistent format, reducing manual entry and ensuring that meetings across your firm use standardized naming and descriptions.

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Step 1: Access the Appointment Templates Page

1. Click your name in the upper-right corner of LeadCenter.
2. Select Settings.
3. Navigate to the Workflow and Templates tab.
4. Click Appointment Templates.

This will open the Appointment Templates page, where you can create and manage templates for different types of meetings.

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Step 2: Create a New Appointment Template

1. Click New Template.
2. Enter a name for the template — for example, First Visit – Not a Client
3. Choose a category to help organize templates within the system.
4. Define the subject — for example: Investment Strategy Meeting
5. Add a description, such as: We’ll review your investment strategy.
6. Specify the location, meeting category, and any additional options needed.
7. (Optional) Select a confirmation email template that will automatically send to clients when the appointment is scheduled.
8. Click Create Appointment Template to save.

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Step 3: Use the Appointment Template

Once your template is created, it becomes available whenever you schedule a new appointment in LeadCenter.

When you open your calendar and create an appointment:

1. Select a contact.
2. Choose the appointment template you created.

The system will automatically populate:

• The subject
• Description
• Zoom link (if applicable)
• Category
• Confirmation email template

You’ll only need to set the date and time before saving.

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Benefits of Using Appointment Templates

• Saves time: Pre-fills key meeting details automatically.
• Ensures consistency: Standardizes meeting names, descriptions, and communication across teams.
• Reduces errors: Eliminates repetitive manual entry.
• Improves professionalism: Keeps client-facing appointments uniform in structure and tone.

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Summary

Appointment templates in LeadCenter simplify scheduling, maintain consistency across your firm, and ensure every client meeting is organized and professional.

By setting up templates for common meeting types — such as first visits, annual reviews, or strategy sessions — your team can quickly schedule standardized appointments with minimal effort.

Thank you for watching!

Hello! In this guide, you’ll learn how to set up client-review reminders in LeadCenter.
These reminders automatically send email and text message notifications to clients ahead of their scheduled review dates, helping you maintain consistent client engagement.

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Step 1: Access Calendar Settings

1. Open your calendar in LeadCenter.
2. Click on Calendar Settings in the upper-right corner.
3. On the Calendar Settings page, select Client Review Reminders.

This section allows you to configure automated reminder notifications for upcoming client reviews.

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Step 2: Configure Reminder Intervals

You can set reminders to be sent at four different intervals before the review date:

• 1 month before
• 15 days before
• 1 week before
• On the day of the review

For each interval, choose whether reminders are sent by email, text message, or both.
To enable an interval, simply toggle the switch next to it.

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Step 3: Choose or Create Reminder Templates

Each reminder requires a template — an email or text message that’s automatically sent to the client.

• To select an existing template, choose one from the dropdown list.
• To create a new template, click the provided link to open the Templates page.

On the Templates page:

1. Filter by Category → Appointments.
2. Locate or create templates for Client Review Reminders.
3. Click Add New Template to create one if needed.

For example, the One-Month Client Review Reminder template might include:

• A personalized greeting using the client’s name shortcode.
• A message reminding them their review is due soon.
• A calendar host link, allowing them to easily book or confirm their appointment.

Tip: Use shortcodes such as (CalendarHostLink) to automatically insert personalized links or contact details.

Once your template is ready, return to the Client Review Reminders page, select it, and click Save to apply.

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Step 4: Create a Client-Review Reminder

After setup, you can now create reminders for individual clients.

1. Open your calendar.
2. Click the Create button.
3. Select Create Client-Review Reminder.
4. Search for and select the desired contact.
5. Set the review reminder date (for example, August 15th).
6. Choose a recurrence pattern, such as Annually, and click Save.

Now the reminder is active and linked to that client.

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Step 5: View and Manage Reminders

To review or edit an existing reminder:

1. Go to the Contacts page.
2. Open the contact’s details.
3. Scroll down to the Client Review Reminder section.

From here, you can edit or cancel the reminder as needed.

Once a client books a review meeting, LeadCenter will automatically stop sending further reminders, preventing duplicate notifications.

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Step 6: Verify Reminder Configuration

Before creating reminders, always make sure:

• The calendar has properly configured email and text templates for client-review reminders.
• You have saved all reminder settings under the calendar’s configuration.

To verify:

1. Open the Calendars list in Settings → Access Settings.
2. Check each user’s calendar to confirm reminders are configured and active.

If a calendar does not have client-review reminders set up, configure them before assigning reminders.

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Summary

Client-review reminders in LeadCenter help you maintain ongoing relationships with clients by automating follow-up communication before review meetings.

You can:

• Send reminders at four preset intervals.
• Deliver notifications via email, text, or both.
• Use templates with shortcodes for personalization.
• Automatically stop reminders once a meeting is scheduled.

This feature ensures timely communication, improves client satisfaction, and helps you stay organized throughout your review cycle.

Thank you for watching!

Say goodbye to scheduling headaches with BookMyTime.ai — a powerful yet intuitive platform that simplifies appointment booking and reminders so you can focus on growing your business.

Through LeadCenter’s integration with BookMyTime.ai, you can share public calendar links that allow clients and prospects to view your availability and book meetings directly with you.

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Step 1: Access Public Calendar Settings

To configure your public calendars in LeadCenter:

1. Click the Calendar Settings button.
2. This opens the Calendar Settings page.
3. From the left-hand menu, select Public Calendar Links.

This takes you to the Public Calendar Settings page, where you can view, edit, or create your public calendar links.

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Step 2: Review Your Default Public Calendar

When you first create an account, LeadCenter automatically generates a default public calendar link.

• You can change the base URL to customize it.
• After making any changes, be sure to click Save.

This link directs users to your main public calendar page, where they can browse and book available meetings with you.

Tip:
Copy and paste your public calendar link into a new browser tab to preview it.
This page displays all available meeting types you’ve configured.

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Step 3: Create and Manage Public Calendar Links

On the Public Calendar Settings page:

• Click Add Public Calendar to create a new calendar link.
• You can create as many public calendar links as needed for different meeting types — such as:
  • Financial Planning Meetings
  • Initial Consultations
  • Annual Reviews

Each calendar link is unique and has its own URL that you can customize.

For example:

• Selecting Financial Planning Meeting opens that calendar’s unique booking page and URL.
• You can edit this link’s settings, description, or booking preferences as needed.

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Step 4: Edit or Customize Calendar Settings

To modify a public calendar:

1. Locate it on the Public Calendar Links list.
2. Click the three dots on the left side of the row.
3. Select Edit to open the calendar’s settings.

You can adjust details like:

• Calendar name and description
• URL slug
• Associated booking calendar
• Visibility or category

To view or share the public calendar directly, click the link button on the right-hand side.

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Step 5: Embed Your Calendar on Your Website

LeadCenter allows you to embed public calendars directly into your website, letting clients book meetings without leaving your page.

You have two options:

1. Embed the Main Public Calendar Page:
   • Click the Embed button on the main page.
   • Generate an iFrame code and copy it.
   • Paste it into your website’s HTML where you want the calendar to appear.
2. Embed an Individual Calendar:
   • Each specific calendar link (e.g., Financial Planning Meeting) has its own iFrame code.
   • Copy that code to embed the meeting-specific booking form directly on your website.

This flexibility lets you offer different booking links for various services or advisors while maintaining a unified scheduling system.

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Step 6: Share Your Calendar Links

You can also share your public calendar links directly with clients via:

• Email
• Text messages
• Marketing campaigns
• Automated workflows

Clients can view your real-time availability, select a convenient time, and receive automatic confirmations — all without manual coordination.

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Summary

With BookMyTime.ai and LeadCenter’s public calendars, you can:

• Simplify scheduling with automated booking links.
• Create multiple calendars for different meeting types.
• Customize and embed booking pages on your website.
• Eliminate back-and-forth coordination with clients.

This integration streamlines your scheduling process, boosts professionalism, and ensures every client can book time with you effortlessly.

Thank you for watching!

Hello! In this guide, you’ll learn how to create and manage appointments with contacts in LeadCenter.ai. Appointments can be created directly from your calendar, the sales pipeline, or a contact’s details page, giving you flexible options for scheduling client meetings and tracking engagement.

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1. Ways to Create an Appointment

There are several ways to create an appointment in LeadCenter:

Option 1: From the Calendar

1. Open your calendar from the left-hand blue menu.
2. Click on the desired time slot (for example, 12:00 PM on April 3).
3. From the drop-down menu, select Appointment with Contacts.

Option 2: From the Sales Pipeline or Contact List

1. Go to the Sales Pipeline or Contacts page.
2. Locate the contact you want to schedule with.
3. Click the three dots (⋯) next to their name and choose Create Appointment.

Option 3: From the Contact Details Page

1. Open the contact’s details page.
2. Either:
   • Go to the Appointments tab and click Create Appointment, or
   • Use the Actions Menu at the top-right and select Create Appointment.

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2. Creating an Appointment from the Calendar

Let’s walk through the process using the calendar view:

1. Select a date and time slot (for example, 12:00 PM).
2. Choose Appointment with Contacts from the pop-up menu.
3. In the Search Contact field, enter the contact’s name.
   • You can also add guests (external attendees) and internal users as additional participants.
   • The first contact listed will automatically be set as the host.
4. Review the time zone and adjust if necessary.
5. Set the start and end time, or toggle All Day for full-day events.
6. To create a recurring event, use the Recurrence option.

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3. Using Appointment Templates

If you’ve created appointment templates, you can apply one here to save time.
Selecting a template will automatically fill in:

• Subject
• Description
• Location
• Category
• Confirmation email template

This helps ensure consistency and standardization across team appointments.

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4. Selecting a Meeting Category

Meeting categories are crucial for tracking and reporting.
When scheduling an appointment with a new lead, you must assign a meeting category, such as:

• First Visit – Not a Client
• Second Visit
• Third Visit
• Fourth Visit

If you skip this step, the appointment won’t appear in the lead appointment tracking reports.

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5. Configuring Confirmation Emails & Workflows

• Select a confirmation email template to be automatically sent to the contact.
• Click Show More to access additional fields like priority, importance, or to run a workflow when the appointment is created.

At the bottom of the form:

• You can set the appointment to be visible to all users or only to you.

Once all details are complete, click Save.

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6. Sending Confirmation Emails

After saving, LeadCenter will ask if you’d like to send a confirmation email to the contact.

• Click Send to notify the client.
• Click Don’t Send if you’re logging a past appointment (useful for record-keeping without sending notifications).

The appointment will now appear in your calendar — for example, from 12:00 PM to 12:30 PM — with the selected category displayed.

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7. Editing or Managing Appointments

To make changes:

1. Click on the appointment in the calendar.
2. Select Edit Appointment.

Keep in mind:

• The host cannot be changed once the appointment is created.
  • To change it, you’ll need to cancel and recreate the appointment.

From the Edit Appointment page, you can:

• Mark as Canceled or No Show via the Actions menu.
• Add a Note or Create a Task.
• Send an Email or Text to the contact directly.
• Update visibility and edit the creator information.

If you adjust the time — for example, extending it from 30 minutes to 1 hour — the system will prompt you to notify the client. Click Send to let them know of the update.

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8. Viewing Appointments Linked to Contacts

From your calendar:

1. Click the appointment.
2. Click the contact’s name to open their Contact Details Page.
3. The appointment will now appear under the Appointments tab for that contact.

This allows you to view a complete history of all meetings associated with each client.

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Summary

Step	Action	Description
1	Create Appointment	From calendar, sales pipeline, or contact record.
2	Add Participants	Search contacts, guests, and internal attendees.
3	Choose Template	Auto-fill meeting details and category.
4	Assign Category	Required for tracking new leads.
5	Configure Email & Workflow	Set confirmation email and automation.
6	Save & Send	Confirm and notify the client.
7	Edit Appointment	Manage updates, cancellations, and communications.

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Tip

Always assign a meeting category and confirmation template to ensure appointments are tracked correctly in reports and notifications are sent to clients.

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This concludes the overview of creating appointments with contacts in LeadCenter.
Thank you!

Hello! In this guide, you’ll learn about appointment categories in LeadCenter.ai — an essential feature that helps organize, visualize, and track meetings effectively across your calendar and reports.

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1. What Are Appointment Categories?

Appointment categories are labels used to classify meetings in LeadCenter.
They play a critical role in:

1. Reporting
2. Calendar Coloring
3. Public Calendar Booking

Each of these functions helps you manage appointments more efficiently and ensure accurate reporting of lead and client activities.

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2. Purpose 1: Reporting

Categories form the foundation of LeadCenter’s appointment reports.

For example:

• Categories such as First Visit – Not a Client or Second Visit – Not a Client directly feed into the First Appointments with New Prospects Report.
• This report tracks new prospect meetings and helps measure conversion rates from lead to client.

Important:
When scheduling a meeting with a prospect (someone who is not yet a client), always use one of the “Not a Client” categories — otherwise, the appointment won’t appear in lead conversion or prospect tracking reports.

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3. Purpose 2: Calendar Coloring

Appointment categories also determine color coding in your LeadCenter calendar.

• Each category is assigned a color, helping you visually distinguish between meeting types at a glance.
• For example:
  • First Visit – Not a Client could appear in blue.
  • Client Review could appear in green.
  • Internal Meeting could appear in gray.

This color-coding system makes it easier to quickly identify the purpose of each meeting on your calendar.

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4. Purpose 3: Public Calendar Booking

Appointment categories can also be displayed on your public booking page, allowing clients or prospects to choose the type of meeting they want when scheduling.

When you embed your public calendar link (for example, through BookMyTime.ai or directly from LeadCenter), these visible categories help clients select whether they’re booking:

• A First Visit,
• A Financial Planning Review, or
• Another meeting type.

This ensures meetings are automatically categorized correctly from the start.

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5. Using Categories When Creating Appointments

When you create an appointment internally (from the calendar or contact page):

• You’ll be prompted to select a category.
• This step is mandatory for accurate tracking of new leads and conversion analytics.

For prospects who haven’t become clients yet, always choose one of these four categories:

1. First Visit – Not a Client
2. Second Visit – Not a Client
3. Third Visit – Not a Client
4. Fourth Visit – Not a Client

Appointments without one of these categories won’t be included in reports like First Appointments with New Prospects.

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6. Managing Appointment Categories in Settings

To view, edit, or add categories:

1. Click your name in the upper-right corner.
2. Select Settings.
3. Navigate to the Calendars tab.
4. Click Appointment Categories.

Here you’ll see:

• System-defined categories (four core ones) that cannot be changed or deleted.
• Default editable categories that you can rename, recolor, or make visible/invisible to clients.

Adding a New Category

To create a new category:

1. Click Add Category.
2. Enter the Name (e.g., “Onboarding Review”).
3. Choose a Color for visual distinction.
4. Decide whether to show it on the public calendar.
5. Click Save.

The new category will instantly appear in your appointment creation form and calendar views.

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Summary

Feature	Purpose	Example
Reporting	Tracks leads and conversions via category-linked reports	“First Visit – Not a Client” in First Appointment Report
Calendar Coloring	Helps visualize different meeting types	Blue for first visits, green for reviews
Public Calendar Booking	Lets clients select meeting types when booking online	“Financial Planning Review” shown on booking page
Category Management	Add, edit, or color-code categories in settings	Add custom categories for your firm’s workflow

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Best Practices

• Always select the correct appointment category when scheduling meetings.
• Use distinct colors for clear visual organization.
• Keep categories consistent across all users for accurate team-wide reporting.

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By properly configuring and using appointment categories in LeadCenter, you’ll enhance reporting accuracy, improve scheduling efficiency, and create a more professional experience for your clients and prospects.

Thank you for watching!

Hello! In this guide, you’ll learn how to connect your Zoom account to your LeadCenter.ai calendar and automate meeting creation, summaries, and task generation.

LeadCenter integrates directly with Zoom, making it simple to schedule, track, and record meeting insights — all in one place.

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1. Why Connect Zoom to LeadCenter?

Once connected, LeadCenter and Zoom work together to automate your workflow:

• Every time a contact books a meeting, a Zoom meeting link is automatically generated.
• Both you and your invitees receive confirmation emails with the Zoom link.
• If you enable Zoom’s AI Companion Meeting Summary, notes and tasks are automatically created and linked to the contact record in LeadCenter.

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2. Connecting Your Zoom Account

To connect your Zoom account:

1. Go to your Calendar in LeadCenter.
2. Click on Calendar Settings (upper-right corner).
3. On the Basic Details page, scroll down to Connect your Zoom account.
4. Click Connect.

If you are already logged into Zoom, you’ll be asked to authorize LeadCenter’s access.

• Click Allow to complete the integration.
• Once connected, your Zoom calendar will automatically sync with LeadCenter.

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3. Configuring Zoom Integration Options

After connecting, you’ll see two additional settings related to the Zoom Meeting Summary AI Companion.

Option 1: Enable Zoom Meeting Summary AI Companion

• When turned on, LeadCenter automatically imports summaries generated by Zoom’s AI companion.
• These summaries are added as notes under the corresponding contact and appointment.
• This feature helps you keep meeting recaps automatically recorded in your CRM.

Option 2: Create Tasks from Zoom Meeting Summaries

• If enabled, tasks are automatically generated from the action items mentioned in the meeting summary.
• The tasks are:
  • Added to LeadCenter’s Task List, and
  • Automatically assigned to you as the task owner.

To enable both:

1. Check both boxes next to these options.
2. Click Save to apply your settings.

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4. Making Zoom Available in Shared Calendars

If you want Zoom to appear as a meeting location option in shared or public calendars, make sure to:

• Check the “Make Zoom available in shared calendar” box, and
• Click Save again to confirm.

This allows your clients and prospects to automatically receive Zoom links when booking through your public booking page (e.g., via BookMyTime.ai).

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5. Scheduling a Zoom Appointment

Once your Zoom account is connected, you can start creating appointments that automatically include a Zoom link.

Example: Creating a Zoom Appointment

1. Go to your Calendar and click Create Appointment with Contact.
2. Enter a Subject — e.g., Review Meeting.
3. Under Location, select Zoom.
4. Choose a Category (e.g., Client Review).
5. Set the Date and Time.
6. Click Save.

After saving:

• The Zoom meeting link is automatically generated and added to the appointment.
• Both you and the client receive confirmation emails with the meeting details.
• The meeting also appears in your Outlook or Google Calendar, with the Zoom link added to the Location field.

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Summary

Step	Action	Description
1	Go to Calendar Settings	Access from your LeadCenter calendar.
2	Connect Zoom	Authorize integration between LeadCenter and Zoom.
3	Enable AI Companion	Capture automatic meeting summaries.
4	Enable Task Creation	Convert summaries into actionable tasks.
5	Save Settings	Ensure all preferences are applied.
6	Create Zoom Appointments	Zoom link auto-generated and emailed to attendees.

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Tips

• Make sure your Zoom AI Companion is enabled in your Zoom account to use automatic summaries.
• Keep your Zoom credentials active — if the connection expires, reauthorize from Calendar Settings.
• For security, only authorized users with LeadCenter admin access can connect shared Zoom accounts.

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By following these steps, you can seamlessly integrate Zoom with LeadCenter, automate meeting setup, and capture valuable insights through AI-powered summaries and tasks.

Thank you for watching!

Hello! In this guide, you’ll learn how to connect your external calendars — Microsoft Outlook, Google Calendar, or Redtail — to your LeadCenter.ai calendar.

Connecting your calendar allows you to:

• Avoid scheduling conflicts across systems,
• Sync meetings automatically, and
• Keep all your appointments centralized within LeadCenter.

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1. Accessing the Calendar Connection Settings

To begin:

1. Open your LeadCenter calendar.
2. Click the Calendar Settings button (top-right corner).
3. Select Calendar Connections from the left-hand menu.

This will open the Calendar Connections page, where you can integrate with:

• Microsoft Outlook / Office 365
• Google Calendar
• Redtail Calendar
• And add additional connections if needed.

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2. Connecting Your Microsoft (Outlook) Calendar

To connect your Outlook calendar:

1. Under Microsoft Calendar, click Connect.
2. You’ll be redirected to the Microsoft Authentication page.
3. Grant LeadCenter.ai access to your Microsoft calendar by clicking Accept.

Once connected:

• Your Outlook calendar will automatically sync with LeadCenter.
• Appointments created in LeadCenter or booked through BookMyTime.ai will appear in Outlook.
• Likewise, meetings created in Outlook will sync back to your LeadCenter calendar.

Important:
Ensure that the “Add to Calendar” checkbox is selected in your connection settings.

• If this is unchecked, appointments from LeadCenter will not appear in Outlook.

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3. Syncing Between Outlook and LeadCenter

Once the integration is active:

Example 1 – Outlook → LeadCenter

1. Open your Outlook calendar.
2. Create a new event, for example:
   • Title: “Second Meeting with Advisors”
   • Time: 1:00 PM – 3:00 PM
3. Click Save.
4. Within about one minute, the meeting will appear automatically in your LeadCenter calendar.

Example 2 – LeadCenter → Outlook

1. Go to your LeadCenter calendar.
2. Create a new appointment, for example:
   • Title: “Internal Review Meeting”
   • Time: 12:00 PM – 1:00 PM
3. Click Save.
4. The meeting will automatically sync to your Outlook calendar.

This two-way synchronization ensures that all updates — including edits or cancellations — are reflected across both platforms.

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4. Calendar Color Coding

LeadCenter assigns a unique color to each calendar connection to help you quickly identify the source of each event:

Calendar Source	Color
Microsoft (Outlook)	🟡 Yellow
Google Calendar	🟢 Green
Redtail Calendar	🔴 Red
LeadCenter Appointments	🔵 Blue
LeadCenter Tasks	🟣 Purple

This color system provides a clear visual overview of all your scheduled activities across different systems.

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5. Managing and Adding More Connections

You can connect multiple calendar sources for full synchronization.
If you use several tools — for example, both Redtail and Google Calendar — simply repeat the connection process for each platform.

To disconnect a calendar:

• Return to Calendar Connections,
• Click Disconnect next to the calendar you wish to remove.

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Summary

Step	Action	Result
1	Go to Calendar Settings → Calendar Connections	Opens integration options
2	Click Connect under Microsoft, Google, or Redtail	Begins authentication process
3	Authorize LeadCenter	Enables secure calendar syncing
4	Check “Add to Calendar”	Ensures appointments sync properly
5	Verify Color Coding	Identify events by their source at a glance

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Pro Tip

If you also use BookMyTime.ai, ensure your connected calendar (Outlook, Google, or Redtail) is selected as the primary calendar for availability checks — this prevents double-booking and ensures clients always see your real-time schedule.

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By connecting your Outlook, Google, or Redtail calendar to LeadCenter, you’ll achieve seamless scheduling, real-time updates, and complete visibility across all your meetings and tasks.

Thank you for watching!

Hello! In this guide, you’ll learn how to automate appointment follow-up emails in LeadCenter.ai — helping you save time, improve client communication, and maintain a consistent follow-up process after every meeting.

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1. What Are Follow-Up Emails?

Follow-up emails in LeadCenter automatically send personalized messages to your clients or leads after an appointment is completed.

You can fully control:

• Who receives the follow-up (based on appointment type or client stage)
• When it’s sent (minutes, hours, or days after the meeting)
• Which email template is used

This feature ensures timely, professional follow-up without any manual work.

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2. Accessing Follow-Up Email Settings

To configure follow-up emails:

1. Open your Calendar.
2. Click on the Calendar Settings button (top-right corner).
3. In the left-hand menu, select Follow-Up Emails.

This opens the Follow-Up Email Management page — where you can view, edit, enable, or disable your existing automation rules.

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3. Creating a New Follow-Up Email

To create a new automated follow-up:

1. Click Add New Follow-Up Email.
2. Define the conditions or criteria for when the email should be triggered.

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4. Setting Follow-Up Conditions

You can specify detailed conditions to control when and to whom the email is sent.

Common Condition Examples

• Appointment Category:
  Send only for a specific category (e.g., First Visit – Not a Client).
• Appointment Status:
  Trigger only after a completed meeting, not for no-shows or cancellations.
• Lead Stage:
  Limit to leads in the First Appointment stage of your sales pipeline.
• Public Calendar Source:
  Send only for appointments booked through a specific public calendar (e.g., Financial Planning Consultations).

The email will only send if all selected conditions are met.

---

5. Selecting an Email Template

Next, choose the email template that will be sent when conditions are met.

For example:

• A Thank You Email after a first visit
• A Follow-Up Appointment Link after a review meeting
• A Feedback Request after a client consultation

If needed, you can create a new email template from:

Settings → Workflow & Templates → Email Templates

You can also CC yourself or teammates to monitor the communications being sent automatically.

---

6. Setting the Timing

You can control when the email is sent after the meeting:

• Minutes (e.g., 30 minutes after completion)
• Hours (e.g., 2 hours later)
• Days (e.g., 1 or 2 days after the meeting)

This flexibility allows you to customize follow-ups to match your workflow — whether you want instant thank-you messages or delayed, more detailed check-ins.

---

7. Enabling or Disabling Follow-Up Emails

Each follow-up rule includes a toggle switch:

• Enable: The automation is active and will send emails.
• Disable: The automation is paused but remains saved for later use.

Once configured, click Save.

LeadCenter will automatically trigger your follow-up emails based on the defined timing and conditions.

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Summary

Step	Action	Description
1	Open Calendar Settings → Follow-Up Emails	Access setup options
2	Click “Add New Follow-Up Email”	Begin creating an automation rule
3	Define Conditions	Choose category, status, stage, and public calendar
4	Select Email Template	Pick or create a template to send
5	Set Timing	Choose minutes, hours, or days after appointment
6	Enable & Save	Activate your automation and let LeadCenter handle delivery

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Pro Tips

• Use personalized shortcodes (like {Contact.FirstName}) in your email templates for a friendly touch.
• Keep your message short and action-oriented — for example, include a link to schedule the next meeting.
• Review performance periodically in your email activity logs to ensure your follow-ups are performing well.

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By setting up automated appointment follow-up emails in LeadCenter, you’ll ensure that every client receives timely communication — strengthening relationships, saving time, and improving your overall client experience.

Thank you for watching!

Hello! In this guide, you’ll learn how to configure automated appointment reminders in LeadCenter.ai — helping you reduce no-shows and ensure clients never miss a meeting.

These reminders can be sent by email, text message, or both, and apply whether appointments are created internally or booked through your public calendar (BookMyTime.ai).

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1. Accessing Appointment Reminder Settings

To get started:

1. Open your Calendar in LeadCenter.
2. Click the Calendar Settings button in the upper-right corner.
3. From the left-hand menu, select Appointment Reminders.

This opens the Appointment Reminders configuration page, where you can manage and customize how and when reminders are sent.

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2. Reminder Intervals

LeadCenter allows you to automatically send reminders at four intervals before the scheduled appointment:

• 3 days before
• 24 hours before
• 2 hours before
• 15 minutes before

You can choose to send reminders via email, text message (SMS), or both.

Example:

To send both an email and text reminder 3 days before the appointment:

1. Select the 3-day radio button.
2. Choose Email and Text as the delivery method.
3. Select an Email Template and Text Message Template from the drop-down menus.

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3. Selecting and Editing Email Reminder Templates

To choose or modify your email reminder templates:

• Click the “Email Templates” link on the reminders page.
• Use the Category Filter to view templates under “Appointments.”

By default, LeadCenter provides preloaded templates for:

• 3-day reminders
• 24-hour reminders
• 2-hour reminders
• 15-minute reminders

Example:

If you open the 24-hour reminder template, you’ll see the prewritten message that clients will receive one day before their meeting.

You can also create your own custom templates by clicking Add New Template.

Use shortcodes to personalize your emails dynamically — for instance:

• {Contact.FirstName} → inserts the recipient’s first name
• {Contact.LastName} → inserts the recipient’s last name
• {Appointment.StartDate} → inserts the appointment date and time

Once saved, these shortcodes automatically populate with the correct information for each contact.

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4. Configuring Text (SMS) Reminder Templates

Click the “Text Templates” link to access the SMS Templates page.
You can filter templates by Appointment Category (e.g., First Visit, Client Review).

LeadCenter includes default text message templates for all four reminder intervals:

• 3 days before
• 24 hours before
• 2 hours before
• 15 minutes before

Each can be customized to match your tone and branding.

Tip: Keep text reminders short, clear, and action-oriented (e.g., “Hi {Contact.FirstName}, this is a reminder about your meeting with {Advisor.FirstName} on {Appointment.StartDate}. Reply 1 to confirm, 2 to reschedule, or 3 to cancel.”).

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5. Enabling Text Reminder Functionality

To send text message reminders, you must have an active SMS Marketing License.

If your account doesn’t have one yet:

1. Click Add or Manage Virtual Numbers.
2. From this page, you can purchase or assign a virtual number for your office.
3. Once assigned, this number will be used to send and receive SMS reminders.

Be sure to click Save after configuring your reminder settings.

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6. Enabling Client Reply Options (Confirm, Reschedule, Cancel)

LeadCenter allows clients to interact directly with reminder texts by replying with simple number codes:

• 1 → Confirm appointment
• 2 → Request reschedule
• 3 → Cancel appointment

To enable or disable this feature:

1. Click the Settings button at the top of the Appointment Reminders page.
2. Toggle “Allow clients to respond via SMS (1-Confirm, 2-Reschedule, 3-Cancel)”.
3. Click Save to apply the change.

This feature makes it easy for clients to confirm or reschedule, and updates are automatically reflected in your LeadCenter calendar.

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Summary

Step	Action	Description
1	Open Calendar Settings → Appointment Reminders	Access configuration page
2	Choose Reminder Intervals	3 days, 24 hours, 2 hours, 15 minutes before
3	Select Email & SMS Templates	Use or customize preloaded templates
4	Enable SMS Feature	Requires active SMS Marketing License and virtual number
5	Allow Client Replies	Enable 1-Confirm, 2-Reschedule, 3-Cancel responses
6	Save Settings	Apply all reminder configurations

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Pro Tips

• Always test your reminders before rolling them out to clients.
• Use shortcodes to make messages feel personalized.
• Enable both email and text reminders for maximum engagement.
• Check that all templates match your brand tone and compliance requirements.

---

By setting up automated appointment reminders through text and email, you’ll save time, minimize no-shows, and provide a seamless scheduling experience for your clients.

Thank you for watching!

Hello! In this guide, you’ll learn how to configure calendar confirmation emails in LeadCenter.ai, ensuring that both you and your invitees receive clear and professional meeting confirmations every time an appointment is booked.

Whether you or your clients schedule the meeting directly in LeadCenter or via a public calendar link (BookMyTime.ai), the system automatically sends confirmation details by email.

---

1. Accessing Calendar Confirmation Settings

To configure confirmation emails:

1. Open your Calendar.
2. Click the Calendar Settings button in the upper-right corner.
3. From the left-hand menu, select Confirmation Email.

This will open the Calendar Confirmation Email Settings page, where you can control how confirmations are sent and which templates are used.

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2. Understanding the Two Confirmation Options

LeadCenter provides two methods for sending meeting confirmations:

Option 1: LeadCenter Email Confirmation

• LeadCenter sends the confirmation email directly from your configured shared email account (e.g., via LeadCenter Email Marketing, Office 365, or SMTP).
• The message includes full meeting details — such as the date, time, location, and contact information — formatted according to your chosen email template.
• You can customize the message content and style to match your brand.

Option 2: Calendar Invite (Recommended)

• The confirmation is sent directly from your Outlook or Google Calendar.
• The email includes an attached .ics calendar file, which automatically adds the event to your invitee’s calendar.
• The sender appears as you, providing a more personal and familiar experience for the recipient.

Recommendation: LeadCenter recommends using Calendar Invites, as they offer better deliverability and are sent directly from your connected calendar system.

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3. Selecting and Customizing Your Confirmation Template

Once you’re on the Confirmation Email page:

1. Under the Template section, open the drop-down menu to select your preferred confirmation email template.
2. To review or modify the template, click the “Edit Template” link.
   • This opens the Email Templates page in a new tab.
3. Use the Category Filter to view templates labeled under Appointments.
4. Open the Appointment Confirmation Email Template to see its content.

Inside the template, you’ll see shortcodes — placeholders that automatically populate with meeting-specific details, such as:

• {Contact.FirstName} — Invitee’s first name
• {Appointment.Date} — Appointment date
• {Appointment.StartTime} and {Appointment.TimeZone} — Start time and time zone
• {Appointment.Location} — Meeting location or Zoom link

You can insert additional shortcodes by clicking Short Codes in the editor toolbar, choosing from contact, appointment, or calendar-related fields.

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4. Using Built-In Templates

By default, LeadCenter includes several preloaded confirmation templates ready to use.
These are professionally written and include the key details most advisors need, such as:

• A greeting with the client’s first name
• The meeting date, time, and location
• A thank-you note and your contact signature

You can use them as-is or customize them to reflect your tone and branding.

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5. Saving and Activating Your Settings

Once you’ve chosen between LeadCenter Email Confirmation and Calendar Invite, and selected your preferred email template:

1. Click Save at the bottom of the settings page.
2. LeadCenter will now automatically send confirmation messages every time an appointment is scheduled — whether it’s created internally or via your public booking page.

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Summary

Step	Action	Description
1	Open Calendar Settings → Confirmation Email	Access configuration panel
2	Choose Method	Select “LeadCenter Email Confirmation” or “Calendar Invite”
3	Select Template	Pick a preloaded or custom email template
4	Customize Template	Use shortcodes for dynamic appointment details
5	Save Settings	Enable automatic confirmations for all appointments

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Pro Tips

• Use Calendar Invites for best deliverability and automatic calendar integration.
• If using LeadCenter Email Confirmation, make sure your shared email account or sending domain is properly configured and verified.
• Test your templates by creating a test appointment to see exactly what clients will receive.

---

By setting up calendar confirmation emails in LeadCenter, you ensure every client receives accurate, branded meeting details — creating a professional and seamless experience from the very first interaction.

Thank you for watching!

Hello! In this guide, you’ll learn how to add custom invitee questions to your public calendar booking forms in LeadCenter.ai.
These questions help you gather more information from prospects and clients before their meetings—beyond just name, email, and phone number.

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1. Why Add Invitee Questions?

Invitee questions enhance your appointment booking process by allowing you to:

• Prequalify leads before the meeting (e.g., financial status, interests, goals).
• Personalize meetings based on client responses.
• Save time by collecting important details upfront.

For example, when someone books through your public calendar, they’ll see additional fields—like “What’s your estimated net worth?” or “What’s your main financial goal?”—right on the booking page.

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2. Accessing Invitee Question Settings

To configure invitee questions:

1. Log in to your LeadCenter account.
2. Click Calendars from the left menu.
3. Click the Settings button in the upper-right corner.
4. From the left-hand menu, select Invitee Questions.

This opens the Invitee Questions page, where you can create, edit, and organize questions for each public calendar link.

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3. Working with Multiple Public Calendars

Each public calendar link can have its own set of invitee questions — up to 10 per calendar.
You can switch between calendars from the drop-down list at the top of the Invitee Questions page to view or edit each calendar’s questions.

By default, the booking form already includes mandatory system fields such as:

• Name
• Email
• Phone number
• Guest details
• Location

You can then add additional custom questions tailored to your process.

---

4. Adding a New Invitee Question

To create a new question:

1. Click the Add New Question button.
2. A new question line will appear—click Edit to configure it.
3. Set the Question Label (the text your invitee will see).
4. Choose a Field Type from the available options:
   • Single Line Text – short responses (e.g., “What city are you located in?”)
   • Dropdown List – predefined choices in a menu.
   • Radio Buttons – multiple-choice answers (one selection).
   • Single Checkbox – yes/no or agreement-type questions.
   • Paragraph Text – for longer responses or open-ended questions.

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5. Example: Creating a Multiple-Choice Question

Let’s create a question asking about estimated net worth:

• Question: “What’s your estimated net worth?”
• Type: Radio Buttons
• Options:
  • Less than $500,000
  • Between $500,000 and $1 million
  • More than $1 million

You can then:

• Mark the question as Mandatory, ensuring invitees must answer it before booking.
• Choose how options appear: Stacked (vertical) or Inline (horizontal).

Once done, click Done, then click Save at the top of the page.

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6. Previewing and Reordering Questions

To see how the new question appears:

1. Open your Public Calendar Link.
2. Select a Date and Time to open the booking form.
3. You’ll now see the new question displayed.

If you want to reorder the questions, simply:

1. Return to the Invitee Questions settings.
2. Use the drag handles (dots) to move the question up or down in the list.
3. Click Save to apply the changes.

Now, when you reload your public calendar form, the question order will reflect your adjustments.

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7. Managing Questions Across Calendars

To add or edit questions for another public calendar:

1. Return to Invitee Questions under Calendar Settings.
2. Select a different calendar from the list.
3. Review, edit, or add new questions as needed.

This allows you to customize questions per meeting type—for example:

• Initial Consultations: “What financial topics are most important to you?”
• Client Reviews: “What would you like to discuss in this meeting?”

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Summary

Step	Action	Description
1	Go to Calendar → Settings → Invitee Questions	Access configuration page
2	Choose Calendar	Select which public calendar to customize
3	Click Add New Question	Create a new invitee question
4	Choose Field Type	Single line, dropdown, checkbox, or radio buttons
5	Add Options & Save	Define answer options and save changes
6	Reorder & Preview	Adjust question order and view on booking page

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Pro Tips

• Keep your form short — 2 to 5 targeted questions is ideal.
• Mark only the most essential fields as mandatory to avoid friction.
• Use multiple-choice questions when possible for faster completion.
• Regularly review responses to refine your booking and prequalification process.

---

By adding invitee questions to your public calendar booking forms, you’ll collect valuable information upfront, personalize your meetings, and streamline your client onboarding experience.

Thank you for watching!

Hello! In this guide, you’ll learn how to configure your public calendar links in LeadCenter.ai — the feature that powers your online booking pages for clients and prospects.

Public calendar links allow clients to book meetings directly with you while respecting your availability, appointment limits, and custom scheduling preferences.

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1. Accessing Public Calendar Settings

To manage or create public calendar links:

1. Log in to your LeadCenter account.
2. Click Calendars from the left-hand menu.
3. On the Calendar page, click Settings in the upper-right corner.
4. From the left menu, select Public Calendar Links.

Here you’ll find a list of all your existing public calendar links — each representing a meeting or event type.

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2. Editing or Creating a Public Calendar Link

You can either edit an existing calendar or create a new one.

• To edit: click the three dots on the left side of the calendar row, then select Edit.
• To create: click Add Public Calendar at the top.

When creating a new link, you’ll configure its basic details.

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3. Setting Up Calendar Details

Let’s walk through an example — creating a calendar link for Client Annual Reviews.

1. Calendar Name:
   Enter a clear, descriptive title such as “Client Annual Review.”
2. Meeting Duration:
   Set how long the meeting should last (e.g., 60 minutes).
3. Custom URL:
   Create a unique URL (e.g., client-annual-review). If a similar URL already exists, append a number like client-annual-review-1 to make it unique.
4. Booking Instructions:
   Provide a short note clients will see when booking — for example: “Use this link to schedule your annual client review meeting.”
5. Category:
   Select a Meeting Category from your system, such as Review, Consultation, or Follow-up.

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4. Customizing Confirmation Emails

Under Confirmation Email Settings, you can choose which confirmation email template will be used for bookings from this calendar.

• Use the default confirmation template, or
• Create a custom confirmation email specifically for this meeting type and select it from the dropdown.

If your account is connected to Redtail CRM, you can also map this appointment category to a matching Redtail category for seamless syncing.

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5. Configuring Meeting Locations

Next, specify where these meetings can take place:

• Select Zoom, In-person, or both.
• You can also include custom locations (like office branches or virtual meeting platforms).

This ensures invitees can choose their preferred meeting method when booking.

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6. Blocking Specific Days

If there are days you do not want clients to book:

1. Scroll to Blocked Days.
2. Select one or more days (e.g., Fridays).

These dates will be excluded from the booking calendar, and clients won’t see them as available.

Example: Blocking Fridays will prevent anyone from scheduling annual reviews on those days.

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7. Setting Booking Rules

LeadCenter gives you full control over how far in advance and how frequently meetings can be booked:

• Minimum Notice Period:
  Set how many days in advance a meeting must be scheduled (e.g., 1 day = no same-day bookings).
• Daily Limits:
  Restrict how many appointments can be booked per day for that link. Example: Limit to 2 annual review meetings per day.

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8. Making the Calendar Private (Optional)

If you don’t want this meeting type to appear publicly:

• Toggle Private Calendar on.
• The calendar will be hidden from your main public booking page but still accessible via a direct link you can share privately.

This is useful for internal or invitation-only meetings.

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9. Saving and Testing

Once all configurations are complete:

1. Click Save to create or update the public calendar link.
2. Refresh the page — your new calendar will appear in the list.
3. Click the calendar name or open the URL to preview it.

When you open the link, you’ll see:

• Blocked days (e.g., Fridays) unavailable for selection.
• Available business hours based on your overall calendar settings.
• Time slots for the selected day.

When a client selects a date and time, they’ll be taken to a booking form where they can enter their details and confirm the meeting.

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10. Next Steps

In subsequent videos and guides, you’ll learn how to:

• Add Invitee Questions to your public booking form.
• Customize follow-up and reminder emails.
• Embed your public calendar into your website using an iframe.

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Summary

Step	Setting	Description
1	Access Calendar Settings → Public Calendar Links	View or create public calendar links
2	Add or Edit Calendar	Configure name, duration, and URL
3	Add Booking Instructions	Guide clients on how to use the link
4	Set Category & Confirmation Email	Choose meeting type and email template
5	Select Meeting Locations	Allow Zoom, in-person, or both
6	Block Days	Exclude specific days (e.g., Fridays)
7	Set Rules	Define minimum notice and daily limits
8	Make Private	Hide calendar from public page if needed
9	Save & Test	Preview the live booking link

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Pro Tips

• Include clear descriptions in booking instructions to set client expectations.
• Use private calendars for specialized meetings (e.g., internal or high-value clients).
• Regularly review and adjust availability based on your workload.
• Combine with invitee questions to collect valuable information before the meeting.

---

By configuring public calendar links in LeadCenter, you can offer a smooth, professional booking experience that fits your schedule while giving clients the flexibility to choose meeting times conveniently.

Thank you for watching!

Hello! In this guide, you’ll learn how to set up and manage your business hours in LeadCenter.ai. Configuring your business hours ensures that clients can only book meetings during your available time slots on your public calendar.

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1. Accessing Business Hours Settings

To begin:

1. Open your Calendar in LeadCenter.
2. Click the Calendar Settings button in the upper-right corner.
3. In the left-hand menu, select Business Hours.

This opens the Business Hours page, where you can define your availability, working days, and scheduling preferences.

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2. Setting Your Working Days and Hours

On this page, you’ll see all seven days of the week listed with options to define your available hours.

To set your business hours:

1. For each day, select your working hours (e.g., Monday: 9:00 a.m. to 4:00 p.m.).
2. If you’d like to split your availability (for example, with a lunch break), click Add Hour.
   • Example:
     • 9:00 a.m. – 12:00 p.m.
     • 1:00 p.m. – 4:00 p.m.
       This configuration means you’ll only be available during those two time windows.
3. To mark a day as unavailable, toggle the switch off for that day (e.g., uncheck Tuesday if you don’t want any bookings that day).

Important: Always click Save after adjusting your business hours to apply changes.

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3. Setting Your Time Zone

Your time zone affects all appointment times across your calendars and booking links.

To update it:

1. Click the Account Settings link found on the Business Hours page.
2. This opens your Account Settings page, where you can select your correct Time Zone.
3. Save your changes to ensure all meetings display in the right local time for both you and your invitees.

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4. Configuring Pre-Bookable Days

Pre-bookable days define how far into the future clients can schedule meetings.

For example, you might allow clients to book appointments only within the next:

• 15 days
• 30 days
• 60 days, or
• A custom number of days

To set this:

1. Enter your desired range under Pre-bookable Days.
2. Click Save to apply.

Example: If you set 30 days, clients will only see available time slots within the next 30 days on your public calendar.

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5. Adjusting Start Time Increments

Start Time Increments control how frequently booking time slots appear on your public calendar.

For instance:

• 15 minutes → Clients can book at 9:00, 9:15, 9:30, 9:45, etc.
• 30 minutes → Clients can book at 9:00, 9:30, 10:00, etc.

Choose the interval that best fits your meeting durations and preferences, then click Save.

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6. Adding Buffer Time Before and After Meetings

Buffer times help you prepare for or wrap up after meetings.

• Before Meetings: Adds extra minutes before each appointment to prepare.
• After Meetings: Adds time after meetings for follow-ups or breaks.

Example configuration:

• Before: 10 minutes
• After: 15 minutes

This means that if you have a meeting from 10:00–10:30, your next available time slot won’t start until 10:45.

Always click Save after modifying buffer times.

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7. How Business Hours Affect Public Calendars

Your configured business hours directly impact your public booking availability on BookMyTime.ai and other connected public calendar links.

For example:

• If you’ve marked Tuesdays as unavailable, clients will not see Tuesdays as an option.
• If your business hours are 9:00 a.m. to 4:00 p.m., no bookings will appear before or after that window.
• Buffer times will automatically block time around each appointment.

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Summary

Setting	Description	Example
Working Days & Hours	Set available times for each day	Mon: 9 AM–12 PM, 1 PM–4 PM
Time Zone	Ensure correct meeting times	Set to your local zone
Pre-Bookable Days	Limit how far ahead meetings can be booked	30 days
Start Time Increments	Define interval between slots	15 or 30 minutes
Buffer Time Before/After	Add prep or wrap-up time	10 min before, 15 min after

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Pro Tips

• Review your availability monthly to reflect holidays or seasonal schedule changes.
• Use buffer times to avoid back-to-back meetings.
• If you manage multiple public calendars, ensure all share consistent business hours.
• Test your booking link to confirm that blocked days and time slots appear correctly.

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By configuring calendar business hours in LeadCenter, you ensure your public calendar reflects your true availability — improving scheduling accuracy and reducing last-minute conflicts.

Thank you for watching!

Hello! In this guide, you’ll learn how to configure the Basic Details of your calendar in LeadCenter.ai.
This section controls your calendar’s display preferences, meeting locations, and weekly booking limits — ensuring your internal and public calendars stay aligned with your business needs.

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1. Accessing the Basic Details Page

To begin:

1. Open your LeadCenter Calendar.
2. Click on the Settings button in the upper-right corner.
3. The Calendar Settings page will open, and by default, you’ll land on the Basic Details section.

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2. Setting Your Calendar Name and Profile Picture

At the top of the Basic Details page, you can configure:

• Calendar Name: This name identifies your calendar internally and appears on your public booking page.
• Profile Picture: Upload or update your picture, which will appear on your public calendar links.

Note: Updating your profile picture here will also update your personal account profile picture across LeadCenter.

This helps personalize your booking pages, especially when sharing public calendar links with clients.

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3. Configuring Calendar View Times

Next, you can define the Start Time and End Time for your internal calendar views (weekly and daily).

These settings determine how much of your day is visible when viewing your calendar inside LeadCenter.

• Start Time: The earliest time displayed in your internal view.
• End Time: The latest time shown in your internal view.

For example:

• Set Start Time to 8:00 AM
• Set End Time to 6:00 PM

After clicking Save, your weekly and daily calendar views will now display from 8 AM to 6 PM.

Important:
These settings only affect your internal calendar display.
They do not affect your public calendar availability (configured separately in Business Hours).

If a meeting is booked outside your selected range, it will still appear in the monthly view, even though it’s hidden from daily/weekly views.

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4. Setting Up Meeting Locations

The next section allows you to configure Meeting Locations — essential for both internal scheduling and public calendar booking options.

Here’s what you can add:

• In-Person Locations: Add your office addresses or meeting spaces.
• Phone Meetings: Specify a contact number for scheduled calls.
• Zoom Integration: Connect your Zoom account to automatically generate meeting links.
• Other Virtual Platforms: Add custom virtual meeting links (e.g., Microsoft Teams, Google Meet).

To add a new location:

1. Click Add Location.
2. Enter the required details (name, address, phone, or URL).
3. Click Save.

Locations configured here can also be shown or hidden in Public Calendar Settings, where you can choose which ones are visible to clients.

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5. Setting Weekly Appointment Limits

You can limit how many appointments contacts can book with you each week.

• Weekly Appointment Limit:
  Enter a number to restrict how many meetings can be booked per contact in a single week.
  Example: Setting the limit to 2 means a client can only schedule two meetings with you per week.
• Allow Booking Over Weekly Limit:
  If enabled, clients can exceed that weekly cap when necessary.

If you leave the limit blank, booking remains unrestricted.

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6. Saving Your Settings

After making all updates:

• Click the Save button at the bottom of the page.
• Ensure your settings are applied before navigating away.

Forgetting to save will result in your changes not being applied.

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Summary

Section	Description	Example
Calendar Name & Picture	Sets display name and photo for internal/public use	“Advisor Calendar,” profile photo shown on booking pages
Start/End Time	Adjusts visible hours in daily/weekly calendar views	8 AM – 6 PM
Meeting Locations	Adds in-person or virtual meeting locations	Office, Zoom, or phone call
Weekly Appointment Limit	Restricts number of client bookings per week	Max 2 per week
Allow Overlimit Booking	Lets clients exceed weekly cap	Optional toggle
Save	Applies changes	Must click Save to confirm

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Pro Tips

• Use a professional profile picture to personalize your public booking page.
• Keep calendar hours consistent with your business hours for clarity.
• If you manage multiple office locations, label them clearly (e.g., “Downtown Office” or “Virtual Meeting”).
• Review your settings quarterly to ensure they reflect your current workflow.

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By configuring your Calendar’s Basic Details in LeadCenter, you’ll create a consistent and professional experience for both your internal scheduling and your client-facing booking pages.

Thank you for watching!

Hello! In this video (and guide), you’ll learn how to set up and configure your calendar in LeadCenter.ai.
Your calendar is the hub for scheduling appointments, managing availability, and automating communication with clients and prospects.

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1. Accessing Calendar Settings

To get started:

1. Open your Calendar in LeadCenter.
2. Click the Settings button in the upper-right corner.

This opens the Calendar Settings page, where you can configure your own calendar or manage another user’s calendar (if you have permissions).

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2. Switching Between User Calendars

If you manage multiple calendars within your organization:

• Click the user selector button at the top of the settings page.
• Choose another user from the list.

This allows you to configure that user’s calendar settings — ideal for administrators or team managers.

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3. Calendar Settings Overview

When you open Calendar Settings, a side menu appears with several configuration sections. Each section serves a different purpose for managing availability, automation, and client communication.

Let’s go through each one:

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A. Basic Details

Here, you can configure fundamental settings for your calendar, including:

• Calendar Name – Customize the name displayed on your public booking pages.
• Profile Picture – Upload or update your photo (this also updates your account profile).
• Start and End Times – Define your visible working hours in the internal calendar’s daily or weekly view.
• Meeting Locations – Add in-person meeting addresses, phone numbers, or connect a Zoom account.
• Virtual Meeting Links – Add other platforms like Teams or Google Meet.

Note: These settings affect how your calendar appears internally but do not control your public availability (that’s handled under Business Hours).

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B. Business Hours

This section lets you define your availability for bookings on your public calendar.

You can:

• Set your working days and hours for each day.
• Add split availability (e.g., 9 AM–12 PM, then 1 PM–4 PM).
• Block off days you’re unavailable.
• Configure pre-bookable days, time slot intervals, and buffer time between meetings.

These settings directly impact what times clients can book on your public booking pages.

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C. Public Calendar Links

Here, you can access and manage all public booking links for your calendar.

These links allow clients and prospects to:

• View your availability
• Book appointments directly with you

You can also create custom calendar links for different meeting types (e.g., Financial Planning Session, Annual Review).

Each public calendar has its own settings for:

• Duration
• Confirmation emails
• Meeting categories
• Locations
• Booking limits

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D. Invitee Questions

In this section, you can add custom questions to your public booking forms.

This helps collect additional details from clients when they book a meeting — for example:

• “What topics would you like to discuss?”
• “What is your estimated net worth?”

You can add up to 10 invitee questions per public calendar and choose from multiple formats, such as text fields, dropdowns, or radio buttons.

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E. Confirmation Email

When someone books a meeting with you, LeadCenter automatically sends a confirmation email.

In this section, you can:

• Choose an existing email template for confirmations.
• Customize or create a new template in the Email Templates section.
• Decide between sending a Calendar Invite or a LeadCenter confirmation email.

Tip: Use calendar invites when you want bookings to appear directly in clients’ Outlook or Gmail calendars.

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F. Appointment Reminders

Here, you can automate email and text reminders to help clients remember their upcoming meetings.

Reminders can be sent at four intervals:

• 3 days before
• 24 hours before
• 2 hours before
• 15 minutes before

You can customize the templates, delivery method (email, text, or both), and enable options for clients to confirm, reschedule, or cancel via text reply.

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G. Client Review Reminders

If you conduct annual or periodic client reviews, you can automate reminders for those as well.

This section allows you to:

• Send automated email and text notifications one month, 15 days, 7 days, or on the day of the review.
• Select different templates for each interval.
• Automatically stop reminders once a client schedules a review meeting.

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H. Follow-Up Emails

After appointments are completed, you can send follow-up emails automatically.

You can define:

• The trigger conditions (e.g., after a “First Visit” appointment).
• The timing (e.g., 30 minutes or 1 day after the meeting).
• The email template to use (e.g., Thank You or Next Steps emails).

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I. Calendar Connections

Finally, under Calendar Connections, you can integrate your LeadCenter calendar with external calendar systems, such as:

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

Connecting these ensures:

• Automatic syncing between calendars.
• Conflict detection for double-booking prevention.
• Cross-platform visibility for appointments.

Example: A meeting scheduled in LeadCenter will automatically appear in Outlook once connected.

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Summary

Section	Purpose
Basic Details	Set up name, profile, locations, and display preferences
Business Hours	Define when clients can book appointments
Public Calendar Links	Manage links for client booking
Invitee Questions	Collect additional booking info
Confirmation Email	Configure booking confirmation messages
Appointment Reminders	Automate meeting reminder emails and texts
Client Review Reminders	Notify clients before review due dates
Follow-Up Emails	Send post-meeting thank-you or next-step emails
Calendar Connections	Sync with Outlook, Google, or Redtail

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Pro Tips

• Keep your business hours and public calendar availability aligned for accurate scheduling.
• Use appointment categories to improve reporting and analytics.
• Regularly review your reminder templates for tone and accuracy.
• Sync your calendar with Outlook or Google to prevent missed updates.

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By completing these setup steps, your LeadCenter calendar will be fully optimized for internal scheduling, automated communication, and seamless client booking experiences.

Thank you for watching!

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.

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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.

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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.

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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.

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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.

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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.

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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.

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Summary

Feature	Description
Appointments with Contacts	Schedule client meetings with automated reminders
Internal Meetings	Organize staff meetings (no client notifications)
Time Blocks	Mark unavailable or focused work periods
Tasks	Add non-blocking reminders to your calendar
Client Review Reminders	Automate pre-review notifications
Integrations	Sync with Microsoft, Google, and Redtail
Public Calendars	Share booking links via BookMyTime.ai
Automation	Send confirmations, reminders, and follow-ups automatically

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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.

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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!