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A Link That Shows All The People You Want Them to Meet
Meeting scheduling links let event participants book confirmed 1:1 meetings with hand-picked people, such as executives, speakers, exhibitors or VIPs. You choose who can book, who they can meet, and when.
When to Use Scheduling Links
In this article, we’ll use the terms Participants and Targets to clearly distinguish between the two groups involved when booking meetings. Participants will choose Targets to meet with. This helps avoid confusion when explaining how selections and scheduling work within the Scheduling link feature.
You run a high-touch meeting program with a named list of targets.
Your participants and targets aren't tied to one ticket type or registration field.
You want participants to pick an open time and get a confirmed meeting right away, like a Calendly link.
How Does It Work?
You will create the groups (participants who will request meetings and targets who they can meet with) and other conditions like when, where and how they can meet. You will give the generated scheduling link to participants those who will request the meetings.
When they access the link, they will be redirected to the virtual event hub and see the list of targets they can meet with. They click on the target's name to enter the meeting details and schedule the meeting.
Meetings booked through a link are confirmed right away. There is no accept step. Regular meeting requests don't change: they still use Send Request, the accept step and your ticket type rules.
Important Notes:
The link itself is not a magic link. If you want participants to be logged in automatically when they access the link, send the link through an engage email using the scheduling link merge tag.
Participants with in-person tickets will be redirected to the attendee app to access the list of targets they can meet with. If they don't have the app installed, it will redirect to a browser, but they won't be able to enter the virtual event hub.
The link can only be accessible if the virtual event hub is already open or if the ticket has pre-event access to the attendee app. Learn about pre-event access.
Before You Begin
✅ Add your meeting locations for in-person and hybrid events
Step 1: Create your groups
A scheduling link uses groups to decide who can book and who they can meet.
Go to Meetings > Groups
Click Create Group
Enter the Group Name
Under Who to Include:
Select People you choose to manually select the people to be added to this group. You can select them in the People dropdown below. You can include speakers and exhibitors, not just ticketed attendees.
Or select People who match filters if these group of people have something in common that you can use as a filter. Choose whether these are attendees or exhibitors, then you can filter by ticket type and / or order form field values. You can add multiple filters.
Click Create
Note: You can't change the Who to Include option after you create the group. To switch, create a new group.
Step 2: Create a scheduling link
Go to Meetings > Scheduling Links
Click + Create Scheduling Link
Enter a Link name
Select the group who can schedule meetings
Select the group who they can meet with
Set the meeting length in minutes. Default is 30 minutes.
Select the dates and time slots. By default, every slot in your event hours is selected on every day.
Choose the meeting locations
Click Create
Note: When the same group is in both fields for who can schedule and who they can meet with, its members can book meetings with each other. Nobody is ever listed as a choice for themselves.
Step 3: Share your links
The Share Scheduling Link panel opens right after you create a link. You can reopen it any time with the Share Link button on the link's row.
The panel has two parts:
Group link - The link will be given to those who can schedule meetings. It will show everyone who they can meet with.
Individual links - The link will be given to those who can schedule meetings. The link will show the specific person they can meet with and their availability.
Group Link | Individual Link |
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Note: The copied links are not magic links. If you want participants to be logged in automatically when they access the link, send the link through an engage email using the scheduling link merge tag.
Send the Scheduling Link Through Engage Emails
Click create an email in Engage in the panel to go Engage > Emails. Compose your email and add the scheduling link merge tag so the the link will populate in the sent email.
In the email template, click on the button
Click on Merge Tags in the menu that appears on top of the button
Copy the scheduling link merge tag
Paste it in the URL field on the button settings. You can ignore the error about the invalid URL, merge tags will work on URL fields.
Book a Meeting Through the Scheduling Link
When the link from the engage email is accessed, the virtual event hub loads with the Schedule Meeting panel open. If they're on mobile and they have the attendee app installed, it opens the app's Schedule Meeting screen.
Pick who to meet. From the group link, they can pick who they want to meet with. Individual links skip this step.
Pick a date and time. The slots that would show are based on both participants' availability in the given dates and times set in the scheduling link settings.
Pick a location. Only locations free at that time show. If only 1 is free, it is selected for them.
Click Schedule Meeting.
The meeting is confirmed right away and shows as Confirmed / Upcoming in My Meetings for the participant and target.
Meeting Confirmation Notification Email
After scheduling the meeting, both parties will receive an email to notify them that the meeting is confirmed.
Other Scheduling Link Settings
Use the menu on a link's row to view meetings, edit, duplicate or delete. Meetings that are already scheduled never change when you edit or delete a link or group.
Action | What happens |
View Meetings | This will redirect to Meetings > All Meetings with a filter to see only the meetings booked through this link |
Edit | New times and locations apply only to new bookings. People in removed groups lose access. Individual links keep working. |
Duplicate a link | Creates a new link with new individual links. The original link and its individual links stay as they are. |
Delete a link | The group link and every individual link stop working. |
Remove a person from a group | Their individual link stops working. If they were in Who can schedule meetings, they can no longer book through the link. |
Delete a group | Removes the group from every link, Hosted Buyer page or setting that uses it. People in it lose access there. |
Note: You can delete a group even when a link uses it. The delete dialog warns you when the group is in use.
What do people see when a link doesn't work for them?
Message | Why it shows |
This link isn't available
| The participant isn't in the Who can schedule meetings group. |
This is your scheduling link
| A target opened their own individual link, or a target who can't book opened the group link. They can copy their link from here. |
[Name] has no free times
 | The target you want to meet with has all their time slots already booked or unavailable. |
People you want to meet with a grayed out
 | Participants or targets are unavailable in the scheduling link's set date and time slots. |
This link is no longer available
 | The link was deleted, or the participant or target was removed from the group. |