Stop Playing Email Tag: How to Set Up a Booking System That Schedules Meetings for You
The back-and-forth of "When are you free?" kills deals. Set up event types, availability rules, public booking pages, and payment collection — and let clients book themselves.
"Hi, when are you free for a call?" "How about Tuesday at 2 PM?" "Sorry, I have something then. Wednesday 10 AM?" "That works but only for 30 minutes." "Actually, can we push to Thursday?" We have all lived this email chain. It takes 6 messages, 3 days, and the enthusiasm of at least one party has died by the time the meeting actually happens.
Medivot Calendar and Booking eliminates this entire ritual. You set your availability, create event types, share a link, and people book directly into your calendar. No back-and-forth. No double-bookings. No timezone confusion.
Event Types: One Link for Every Meeting Type
Create event types for every kind of meeting you take: 15-minute discovery calls, 30-minute consultations, 60-minute strategy sessions, all-day workshops. Each event type gets its own public URL, description, duration, color, custom booking fields, buffer time between meetings, minimum advance notice, maximum booking horizon, and daily booking limits. You can even require payment — set an amount, and bookees pay before the slot is confirmed. Location types support video calls (auto-generated Jitsi links), phone calls, in-person meetings, or custom locations.
Availability: Fine-Grained Control
Set your base availability schedule — Monday through Friday, 9 AM to 5 PM. Then add overrides for specific dates: block out next Wednesday for a company retreat, open Saturday morning for a special client. The system respects timezone settings, so a client in London sees available slots in their local time while your calendar stays in WAT. Buffer times between meetings prevent the dreaded "back-to-back-to-back" day that leaves you eating lunch at 4 PM.
The Booking Experience
Your public booking page shows available slots in a clean, professional interface. Clients select a date, pick a time, fill in their details (name, email, plus any custom fields you defined), and confirm. They immediately receive an email confirmation with an ICS calendar invite, plus links to add the meeting to Google Calendar or Outlook. You get a notification with all their details. Both sides have the meeting locked in, with zero manual coordination.
The day, week, month, and agenda views in your Medivot calendar show all your bookings alongside other events. Pending bookings can be confirmed or rescheduled. And because this is integrated with your CRM, new bookings can automatically create or update contact records, log activities, and trigger automations — like sending a pre-meeting questionnaire 24 hours before the call.