PlatformCalendar & Scheduling
Calendar & Scheduling
Public booking links, team round-robin, workflows, paid bookings, AI Notetaker, and a workspace calendar — built into every Workestra plan.
Workestra's scheduling stack is the connective tissue between the people who buy from you, the candidates you interview, and the customers you support. Every workspace gets it — there's no separate Calendly subscription, no Chili Piper bolt-on, no glue code between "the booking" and "the deal."
Screenshot needed — /calendar dashboard with the Overview tab and a few example meetings
What you can do
- Share a personal booking page —
workestra.app/book/<your-slug>with your availability, buffers, and meeting length - Run a team round-robin link — one URL that rotates through several reps, with priority weights, equal-distribution, and recency tiebreakers. Per-member calendar fan-out is fully supported across mixed providers (one rep on Google, another on Microsoft — both calendars are checked)
- Host collective, group, or multi-host group meetings — collective requires every listed host to be free; group lets multiple attendees book the same slot up to a capacity cap; multi-host groups let you mix "always-attending" hosts with a rotating pool (e.g. hiring manager + rotating interviewer)
- Build workflow automations — triggers on booked / before-start / event-start / rescheduled / event-end / cancelled / no-show, actions for email + SMS with
{{variable}}substitution, plus reconfirmation and no-show follow-ups - Send SMS reminders — Twilio-backed text messages with STOP/START/HELP keyword handling and a per-workspace credit ledger
- Take payment before the booking confirms — Stripe Checkout integration with
pending_paymentstate, refund-policy text, and webhook reconciliation - Run meeting polls — let a group vote on time slots and finalize the winner
- Send a one-off meeting — a one-time scheduling page with offered slots and reserved-time placeholders
- Create single-use links — scoped to a specific contact, expire on first booking
- Route different audiences to the right link — qualification forms with HubSpot or Salesforce real-time owner lookup, custom messages, and CSV-exportable responses
- Embed the booking flow on your own site — paste a snippet onto your marketing page; visitors book without leaving your domain. Origin whitelist, prefill, UTM passthrough, and parent-page event hooks. Plus npm packages for React, Angular, and React Native
- Collect pre-meeting info — text, dropdowns, checkboxes, phone, or file uploads required before the slot is confirmed
- Auto-create a contact and deal in CRM when an inbound booking lands (optional, per link)
- Sync with Google, Microsoft 365, Exchange (EWS), or iCloud (CalDAV) — pull free/busy per host and write events with a Meet, Teams, Zoom, Webex, or GoTo Meeting link automatically
- Have AI sit in on your meetings — the Notetaker bot joins Zoom/Meet/Teams, transcribes, generates summaries + action items, and pushes recaps into CRM
- Honor PTO, FSM dispatches, project focus blocks, planning allocations, and goal-review weeks automatically — Workestra-only: every workload module feeds the slot engine
- See every meeting in one place — the
/calendardashboard covers stats, all booking buckets, event types, routing forms, workflows, polls, schedules, and admin surfaces - Send reminders, reconfirmation prompts, and no-show follow-ups — fully configurable, deduplicated, daily-cron driven
- Let attendees reschedule or cancel themselves — token-protected pages, no support ticket required. Calendar-side delete and reschedule sync back automatically (Google watch + Microsoft Graph subscriptions)
The seven public surfaces
Most users only ever touch two. The rest are surfaced when you need them.
| Surface | Path | Who uses it |
|---|---|---|
| Booking link config | /settings/booking-links | The host (you) — set up the link once |
| Routing form | /form/<id> | The attendee — answers qualification questions, then lands on the right link |
| Public booking page | /book/<slug> | The attendee — picks a slot |
| Team page | /team/<slug> | The attendee — picks any link from a team's roster |
| Meeting poll | /poll/<token> | Invitees — vote on proposed time slots |
| One-off meeting | /one-off/<token> | A specific invitee — pick from offered slots |
| Single-use link | /single-use/<token> | A specific contact — book once, link expires |
| Embedded widget | Anywhere on your own site (snippet from Share & Embed on /settings/booking-links/<id>) | The attendee — picks a slot without leaving your page |
| Calendar dashboard | /calendar | The host — Overview, Bookings, Event Types, Routing Forms, Workflows, Schedules, Polls, One-off, Recaps, Analytics, Admin |
| Reschedule / cancel / reconfirm | /book/reschedule/<token>, /book/cancel/<token>, /book/reconfirm/<token> | The attendee — self-service |
How it integrates with the rest of Workestra
Scheduling is intentionally cross-cutting. The same booking primitive is reused across modules:
| Where it shows up | What it does | Module |
|---|---|---|
| Deal detail page | "Schedule a call" CTA on a deal opens the host's booking page pre-filled with the contact | CRM |
| Auto-create deal on booking | When a stranger books your link, a CRM contact + deal land automatically | CRM |
| External CRM push | Bookings push to Salesforce as Events, to HubSpot as Meeting engagements (when connected) | CRM ↔ external |
| Interview self-scheduling | Candidates pick from interviewer availability without email tag | Recruiting |
| Approved time-off → busy intervals | Anyone on PTO is excluded from rotation through the dates | People |
| Field service availability | Technicians' dispatched workload feeds slot generation | FSM |
| Focus-block tasks | Tasks marked "focus block" inside a project block availability | Projects |
| Focused-allocation weeks | Plan-driven focus weeks block availability | Planning |
| Goal-review weeks | Quarterly goal review windows block availability | Goals |
Slack /wx book <user> | Book any teammate from inside Slack | Communications |
| AI assistant | Ask "what's on my calendar this week?" or "summarize my last meeting with Acme" | AI |
This is the structural difference vs. a third-party scheduler: the booking that creates the deal is the deal. No webhook to fire, no contact to deduplicate later. And no other tool can know your team is on PTO, dispatched on a work order, or in a focused planning week — because no other tool owns that data.
Pricing
Free on every plan. Booking links, round-robin, pre-meeting forms, the calendar dashboard, workflows, schedules, polls, one-off, and single-use links are platform infrastructure — not separate SKUs. The paid uplifts ride on top:
- AI Notetaker — requires a connected Recall.ai account (or falls back to host-uploaded recordings)
- SMS — Twilio costs are passed through the per-workspace credit ledger; default 50 sends/month free
- Paid bookings — requires Stripe; Workestra takes no platform fee, you keep 100% minus Stripe's processing fee
- External CRM push — Salesforce + HubSpot connectors require their respective API access tiers
- SSO / SCIM — IdP-gated workspaces
Read next
Booking surfaces
- Booking Links — set up your scheduling page and event type
- Round-Robin — share one link across a team, with priority weights and equal-distribution
- Schedules — multi-schedule substrate, holidays, and free/busy rules
- Routing Forms — qualification with HubSpot/Salesforce lookup
- Pre-Meeting Forms — collect info before the slot is confirmed
- Embed Widget — host the booking flow inside your own site
- Reschedule & Cancel — what happens after the booking
- Calendar Dashboard — Overview, Bookings, Event Types, and the rest
Specialty links
- Meeting Polls — vote-on-time-slots
- One-Off Meetings — one-time scheduling page
- Single-Use Links — one contact, one booking
- Mutual Availability — overlay your meetings as a logged-in invitee
Automation & money
- Workflows — triggers, actions, variables
- SMS Notifications — Twilio-backed text reminders
- Paid Bookings — Stripe Checkout integration
- AI Notetaker & Recaps — AI bot, transcripts, summaries
Admin & teams
- Managed Events — admin templates with section locks
- Team Pages —
/team/<slug>landing routes - Conference Rooms — physical resource booking
Integrations
- CRM Integrations — Salesforce, HubSpot, Slack
/book, Zapier, GA4 + Meta Pixel - Availability Bridges — PTO, FSM, focus blocks, planning, goals
- Google Calendar — connect free/busy + Meet links
- Microsoft 365 Calendar — connect free/busy + Teams links
- Webex · GoTo Meeting · Exchange (EWS) · iCloud (CalDAV)
- Outlook Add-in · Gmail Add-on · Browser Extensions