Overview
Booked Meetings tracks confirmed meetings for the selected client: status, owner, source, contract value, recording links, reminders, and reschedule history. Pick a client in the switcher first. Search and filter the list, log meetings by hand, assign owners, update status, bulk-call booked prospects, and export CSV. For authorized admins, executives, and strategists, this page keeps the complete reschedule history and offers an optional review view for active meeting_rescheduling cycles whose distinct outreach attempts for the current meeting slot have reached the configured threshold. A single Booked Meetings dial session counts once even when it tries multiple phone numbers; historical or manual rows without a dial session count individually. SDR confirmation and reschedule outreach can continue unless a strategist explicitly pauses or closes the cycle. Follow-ups remains the SDR execution list, and this workflow has no separate notification queue. In the review history panel, cycle numbers, meeting-slot dates, and linked call outcomes make current and prior cycles easy to distinguish. Clients and other read-only roles can view the history without changing it. A Call button on each meeting row opens the campaign dialer on that booked contact in a meeting-followup scope for a confirmation or reschedule call; it is enabled only when the contact is enrolled in an active campaign and the cycle is not paused or closed. A meeting status moves from Set to Held, Rescheduling, Rescheduled, or Client Handled while it is active, or you can mark it Cancelled or Unqualified when it does not happen or does not qualify. Employees can also delete a meeting that should not be there, which un-books it and resets the contact to uncontacted so it can be re-booked later. When you log a meeting by hand, the Meeting Date & Time picker defaults to Eastern (ET) and lets you choose another US timezone before saving. Moving a contact to Meeting Set or Rescheduled clears stale review state so the new meeting slot starts clean. The bulk selection bar groups the selected and callable counts on the left with Call Selected (N) and Clear actions on the right. The meeting list calls the booking timestamp Booked Date, separate from the scheduled Meeting Date & Time. Booked Date cannot be set to a future day. When you log a meeting by hand, Set By defaults to the deal assigned responder when one is configured, otherwise the current user, and responders are available in the selector.
How to use this page
Select the client
Pick a client in the Client Switcher to scope the Booked Meetings list. The page loads that client's booked meetings, reschedule history, optional review view, owners, reminders, and call actions. Authorized admins, executives, and strategists also see the review-state filter with All review states and Reschedule review available. The overview cards summarize the set, including how many meetings are missing an owner.
Find meetings
Search by contact, company, or email, filter by status, or build advanced filter rules (for example by owner or qualification). Authorized admins, executives, and strategists also see the review-state filter with All review states and Reschedule review available. The overview cards summarize the set, including how many meetings are missing an owner.
Find cycles with reschedule review available
If you are an admin, executive, or strategist, use the queue banner Show reviews button or choose Reschedule review available from the review-state filter. The server checks active meeting_rescheduling contacts against the configured threshold for their current meeting slot, counting distinct Booked Meetings dial sessions rather than phone numbers. A due cycle is included even when its saved review marker is missing, and a stale marker below the corrected threshold is not shown as due. This view is an optional strategist review list, not a hold on SDR work: confirmation and reschedule calls continue unless a strategist pauses or closes the cycle. The filter is deal-scoped and can be carried into Export CSV. Choose Show all meetings or All review states to return to the full list. Follow-ups remains the SDR execution list.
Read the table
Each row starts with a checkbox for bulk selection, then shows Contact (the full name with the contact's email underneath it when both are on file), Company, Source, Meeting Date & Time, Booked Date, Timezone, Status, Set By, a Reminder pill, a Recording link when available, a Call button (when the contact is enrolled in an active campaign), a View link, an Actions menu, and, for admins, executives, and strategists, a Delete (trash) button. The Reschedule column shows the current meeting-slot attempt count or None, plus Review, Paused, or a closed decision when applicable. The attempt count is based on distinct dial sessions, so multiple phone numbers tried in one session count once. A due row exposes a Review action to authorized employees. Booked Date records when the meeting was booked; Meeting Date & Time is the scheduled slot.
Call a booked prospect back
Click Call on a meeting row to open the campaign dialer on that booked contact in a meeting-followup scope, which includes meeting_set and meeting_held contacts the normal dialer queue excludes and bypasses the recycle window. Use it for confirmation or reschedule calls to a prospect who already booked. The button is enabled only when the meeting contact is enrolled in an active campaign; if it is disabled, the tooltip explains that the dialer cannot load the contact until they are enrolled. Logging the call does not regress the meeting status: a lower-rank disposition is recorded on the call log but the meeting state is preserved. If the contact is in Rescheduling, the Call button remains available after the review threshold unless the cycle is paused or closed. The threshold counts distinct dial sessions, not each phone number tried within one session.
Call multiple booked prospects at once
Use the checkbox at the start of each row to select multiple booked meetings, or use the select-all checkbox in the header to grab every meeting in the current filtered view. A bulk-call bar appears with the selected count and callable count on the left, plus Call Selected (N) and Clear actions on the right. Click Call Selected (N) to open the dialer on all callable selected contacts in a meeting-followup scope, grouped by campaign. Contacts without a campaign enrollment are skipped automatically. Use Clear to deselect everything.
Log a meeting
Click Add Meeting and search for the prospect by name, company, or email, or type a new email to add a contact. Pick the match to select it, then fill in the contact and meeting details and save. In the Meeting Date & Time picker, the timezone starts at Eastern (ET); choose another US timezone when the meeting belongs elsewhere. The form captures the same fields as the Responder Hub Log Meeting form, so meetings logged either way record the same information. This is useful for meetings booked outside the normal flow. The form labels the booking timestamp Booked Date; leave it on the booking day and use Meeting Date & Time for the scheduled appointment. Set By defaults to the deal assigned responder when one is configured, otherwise the current user. You can choose another listed deal user, including responders, before saving.
Set the meeting date, time, and timezone
Open Meeting Date & Time in the Add Meeting form, choose a calendar date, then choose a time slot. The timezone selector starts at Eastern (ET), the product default, and lets you choose another US timezone. The selected timezone is saved with the meeting and controls how its date and time are displayed in the table. The separate Booked Date field records when the meeting was booked and cannot be set to a future day. Use Meeting Date & Time for the future appointment.
Check the autofilled contact details
When you select an existing contact, the Contact Details section autofills First Name, Last Name, Email, Title, and Company Name, each marked with a small auto tag and an AUTO-FILLED badge. It also autofills the optional Direct Phone, Mobile Phone, Company Phone, and LinkedIn URL fields when they are on file. Correct any field that is wrong: the badge flips to EDITED and the auto tag clears on the field you changed. Email is required, the rest are optional. Your edits save to the contact and the meeting, for both new and existing contacts. If a meeting already exists for this person or company, an amber notice appears above the fields so you can avoid booking a duplicate.
Watch for a duplicate warning
Once a contact is selected, the form quietly checks for existing meetings with the same person (by email) or the same company (by email domain). If it finds any, an amber notice appears at the top of the Contact Details section: it names the prior meeting with this person and lists up to three recent meetings at the same company, each with its booked date. The notice is advisory only and does not block saving, it just helps you catch a double-booking before it happens.
Set a reminder for the new meeting
At the bottom of the Add Meeting form, tick Send a meeting reminder for this meeting to schedule a confirmation reminder for it. The checkbox now defaults ON when the client master reminder switch is on, so reminders go out unless you uncheck it; it stays off when the master switch is off. The checkbox is only active when the client's master reminder switch is on in Reminders settings; when the master switch is off the checkbox is disabled with a note pointing you there. You can also toggle the reminder later from the table's Reminder pill.
Assign owners and update status
Use the row actions to set the meeting owner and update the meeting's status as it moves from Set to Held, Rescheduling, or Client Handled, or mark it Cancelled or Unqualified when it does not happen or does not qualify. Cancelled and Unqualified are terminal end states, so a meeting you mark Cancelled does not act as an active follow-up and can be re-booked later (which counts as a new meeting). Use Delete instead when the meeting should not exist at all (a test or duplicate booking): it un-books the meeting and resets the contact to uncontacted, rather than recording a cancellation. Keeping the owner filled in clears it from the missing-owner count. The Rescheduled status is available for a newly booked time. Moving a contact to Meeting Set or Rescheduled clears stale reschedule review state so the new meeting slot starts clean.
Delete a meeting (admins, execs, strategists)
Admins, executives, and strategists see a Delete (trash) button on each meeting row, and a Delete button in the header of the meeting detail page. Click it to remove a meeting that should not be there, such as a test or duplicate booking. A confirm dialog explains that the meeting will be un-booked and the contact reset to uncontacted (the contact row stays and can be re-booked later). Confirm to proceed: on the list, the row is removed immediately; on the detail page, you are sent back to the list. This cannot be undone. Clients and other employees do not see the Delete button.
Control reminders per meeting
The Reminder column shows whether a confirmation reminder will go out for each upcoming meeting. A reminder only sends when two things are true: the client's master reminder switch is on (in Reminders settings) and the meeting itself is set to send. Click a meeting's pill to toggle it between Send and Off. The pill also reflects state you cannot click: Sent (already sent, with the date), Failed (a send failed), and Past (the meeting has already happened).
Export
Click Export CSV to download the filtered meetings as a spreadsheet.
Review reschedule outreach history
Use the Reschedule control in a meeting row. None means no reschedule outreach has been logged. For a rescheduling meeting, the pill shows the current cycle such as 2 of 4, Review when the threshold is reached, Paused, or a closed decision. Attempts count distinct Booked Meetings dial sessions for the exact meeting date, so trying mobile, direct, and company numbers in one session counts as one attempt. Historical or manual follow-up rows without a dial session count individually. Click it to open Review follow-up history. Each entry is labeled Current cycle N, Attempt N or Prior cycle N, includes the meeting slot date and time, and shows the linked call outcome when one is available, otherwise the follow-up status, along with caller, completion time, and notes. A newly booked time starts a new cycle while earlier attempts remain visible as prior-cycle history.
Manage a reschedule review
Booked Meetings keeps the reschedule history and provides an optional strategist review view. Authorized admins, executives, and strategists can use the queue banner Show reviews shortcut or the Reschedule review available filter to find active cycles whose current-slot attempts are due, including a cycle with a stale or missing persisted review marker. Open Review, add optional decision notes, then choose Continue outreach, Pause outreach, Resume outreach, Close, no response, Prospect cancelled, or Client handled. Continue and Resume make outreach available again; Pause holds it; the close choices stop further reschedule outreach, with confirmation where required. Prospect cancelled and Client handled also update the meeting status. Reaching the threshold alone does not stop SDR calls. Follow-ups remains the SDR execution list, and there is no separate notification queue. Clients and other employees see the history as read-only.
What the buttons do
- Search
- Matches a meeting by contact, company, or email.
- Status filter
- Limits the list to one meeting status: Meeting Set, Meeting Held, Rescheduling, Client Handled, Cancelled, or Unqualified. Includes Rescheduled.
- Advanced filters
- Builds rules (owner, qualification, and more) to narrow the list.
- Row checkbox
- A checkbox at the start of each row. Tick it to add the meeting to the bulk-call selection. A select-all checkbox in the column header selects or deselects every meeting in the current filtered view.
- Select all (checkbox)
- The checkbox in the table header. Toggles selection of every meeting in the current filtered view at once.
- Add
- Opens the form to log a meeting by hand: search or add the contact, then set owner, qualification, contract value, and an optional reminder.
- Contact Details fields
- First Name, Last Name, Email, Title, and Company Name for the meeting's contact, plus optional Direct Phone, Mobile Phone, Company Phone, and LinkedIn URL. They autofill from the selected contact (an auto tag and AUTO-FILLED badge show the source on name and email); editing any field flips the badge to EDITED and saves the change to the contact.
- Duplicate meeting notice
- An amber notice above the Contact Details fields that appears when a meeting already exists for the selected person (same email) or company (same email domain). It names the prior person meeting and lists up to three recent meetings at the company. Advisory only; it does not block saving.
- Send a meeting reminder for this meeting
- A checkbox on the Add Meeting form that schedules a confirmation reminder for the new meeting. Defaults ON when the client master reminder switch is on (off when it is off). Active only when the client's master reminder switch is on; disabled with a note when it is off.
- Actions
- Per-row controls to set the owner, update status, and open the recording.
- Reminder pill
- Per-meeting reminder control. Click to toggle an upcoming meeting between Send (a reminder will go out) and Off (none will). Sent, Failed, and Past are status-only and cannot be clicked. Requires the client's master reminder switch to be on for any reminder to actually send.
- Export CSV
- Downloads the filtered meetings. When an authorized employee selects Reschedule review available, the export carries that review filter.
- ? Help
- Opens the page guide and Ask about this page chat. Clients can ask Buzz for booked-meeting totals and upcoming counts for their own account.
- Call
- Per-row button with a phone icon. Opens the campaign dialer on the booked contact in a meeting-followup scope for a confirmation or reschedule call. Enabled only when the contact is enrolled in an active campaign. A Rescheduling contact remains callable after the review threshold unless a strategist has paused or closed the cycle.
- Call Selected (N)
- Appears in the bulk-call bar when any meetings are selected. The number is the callable selected count. Opens the dialer on all callable selected contacts, grouped by campaign, while contacts without a campaign enrollment are skipped. Disabled when none are callable.
- Clear (bulk bar)
- Deselects all checked meetings and hides the bulk-call bar.
- View
- Per-row link. Opens the contact's detail page.
- Delete (trash)
- Button for admins, executives, and strategists only, on each meeting row (and a Delete button in the header of the meeting detail page). Un-books the meeting after a confirm dialog and resets the contact to uncontacted; the contact row stays in the list and can be re-booked. Cannot be undone. Hidden from clients and other employees.
- Meeting Date & Time
- Opens the calendar and time-slot picker for an Add Meeting record. The timezone selector starts at Eastern (ET), and you can change it to another US timezone before saving.
- Reschedule attempt pill
- Shows the current-cycle reschedule attempt count, where each distinct Booked Meetings dial session counts once even if it tried multiple phone numbers, plus review or closed state. Historical or manual rows without a dial session count individually. It opens saved outreach history with cycle labels, meeting-slot dates, and call outcomes when available.
- Strategist review filter
- For admins, executives, and strategists, limits the list to All review states or Reschedule review available. The review view is computed from active reschedule cycles and the current meeting slot, including due cycles with a stale or missing marker. It is optional and does not pause SDR outreach.
- Show reviews
- Toggles the strategist view between the full Booked Meetings list and the optional Reschedule review available list. The alternate label, Show all meetings, returns to the full list.
- Review
- Opens the reschedule history and optional decision panel for a cycle with review available. History groups current and prior cycles by meeting slot and shows linked call outcomes when available.
- Continue outreach
- Clears the current review hold and makes reschedule outreach available again, extending the next review interval.
- Resume outreach
- Reopens a paused reschedule cycle so outreach can continue.
- Pause outreach
- Pauses the current reschedule cycle after review.
- Close review choices
- Close, no response, Prospect cancelled, or Client handled stops further reschedule outreach. Prospect cancelled and Client handled also update the meeting status.
- Booked Date
- The date the meeting was booked, shown in the table and Add Meeting form. It cannot be set to a future day; use Meeting Date & Time for the future scheduled slot.
- Set By (Add Meeting)
- Attributes a hand-logged meeting to a deal user. It defaults to the assigned responder when configured, otherwise the current user, and can be changed before saving.