Groundbase

Booking links

Fill in Settings → Business details first. Your business name, logo, address and contact details come from there. Anything left blank there is left out here. (In bookings, your logo and business name head the confirmation and reminder emails; the emails themselves stay in your own name.)

Share a public URL so prospects can self-book time on your calendar. Like Calendly, but free with Groundbase and the bookings land directly in your CRM as Meeting items with the booker auto-created as a contact.

Find it at Bookings in the sidebar (under Schedule, next to Calendar). On Android it's in More → Bookings.

Your public booking URL

Every account has a slug that determines the public URL prefix: https://app.groundbasecrm.com/book/<your-slug>/<meeting-type-slug>.

Edit your slug at Bookings → Your public booking URL → Change. 3-32 lowercase letters / numbers / dashes. Reserved words (api / app / www / admin / auth / book / login / signup / settings / dashboard) and already-taken slugs are blocked.

Creating a meeting type

Bookings → New meeting. You set:

Save → it's live at the URL.

Where booking emails come from

On Bookings, under your booking link, Booking emails come from decides which address sends the confirmation and the reminders. They always come from the same place, so a booker never gets the two from different addresses.

If the address you picked stops working (you disconnect it, or its password changes), the confirmation goes from Groundbase's address instead, so nobody misses the link to change or cancel.

What happens when someone books

  1. The booker picks an available slot from your calendar
  2. They fill in their name and an email or a phone number (at least one of the two), and answer any questions you added
  3. A Meeting item is created on your Calendar with the booker linked as a contact (existing contact matched by phone if known, otherwise auto-created). Their answers are in the meeting's description.
  4. The booker receives a confirmation email (from the address set under Booking emails come from), and a confirmation text if they gave a phone number. Both carry a manage link.
  5. You get an email too: New booking: … with … — …, linking to the meeting on your Calendar.
  6. Reminders go out at your configured intervals before the meeting: by email, and by text too if they gave a mobile number and you have a number to text from

Booking someone in yourself

Press Book a meeting: it's at the top of Calendar (Book on a phone), at the top of Bookings, and on a contact's page (Book, with that person already filled in). It takes you through one step at a time:

  1. Which meeting: pick the meeting type. Skipped if you only have one.
  2. When: tap a day, then one of your open times. Days you don't work are greyed out. Choose any other time lets you pick any date and time, even outside your hours or inside the minimum notice. Times are in your phone's or computer's own time zone.
  3. Where: video call, phone call, in person or other, filled in from the meeting type. A change here is for this booking only.
  4. With who: search your contacts, or Someone new (name, email, mobile).
  5. Check and book: a summary, then Book it.

It becomes a normal booking: the client gets the confirmation email with the manage link, and the reminders, and it goes onto your Google Calendar straight away if it's connected. If the time overlaps something already on your calendar (a meeting, an event, or busy time in Google Calendar), the last step shows what it clashes with and asks before booking it anyway. Each meeting type on the Bookings page also has its own Book for someone button, which starts at step 2. This is on the web app; the desktop and Android apps get it with their next builds. On Android it's the calendar-plus button at the top of Calendar and on a contact's page, Book a meeting at the top of More → Bookings, and Book a meeting in each meeting type's ⋮ menu.

Are you going to attend? Yes, No or Maybe

The confirmation and reminder emails ask Are you going to attend this meeting? with Yes, No and Maybe buttons. A button opens a short page with that answer picked; it's saved when they press Confirm there. (Email security tools at many companies open every link in an email to check it, so saving on the click alone would answer for people who never pressed anything.)

Their answer shows as Attending on the meeting in your Calendar. If the meeting is moved, the answer is cleared, since it was about the old time. They can change their answer from the same buttons any time before the meeting.

Rescheduling and cancelling

The manage link in the confirmation opens a page where the booker can Pick a different time or Cancel booking, without contacting you.

You get an email either way: Moved: … or Cancelled: …. The link has no expiry. A booking can no longer be moved once the meeting type is switched off or deleted, or the meeting has been marked complete; the page says so and offers cancelling instead.

Automating on bookings

Bookings fire three events that a workflow or outbound webhook can start on: meeting.booked, meeting.rescheduled and meeting.cancelled. A workflow started by one runs about the person who booked, so steps like Apply tag, Send email or Create task act on them. Example: when a meeting is booked, tag the contact booked-call and create a prep task. These fire for changes made from the booking page and the manage link; moving a meeting yourself on the Calendar page fires task.updated instead.

Sharing the link

Each meeting type row in Settings has a Copy button to copy the public URL to your clipboard. Paste it into emails, your website, your Twitter bio, anywhere.

On / off toggle

Each meeting type has an active toggle. Inactive meeting types can't be booked; existing bookings stay on your calendar. Use this to seasonally enable/disable e.g. a "year-end planning call" link.

Limits