Tired of drowning in back-and-forth emails just to book a 30-minute chat? You’re not alone. If your team spends more time scheduling meetings than actually having them, this guide is for you. Here’s what you need to know to stop wasting hours and start automating your meeting scheduling with Meetz—without getting buried in a bunch of unnecessary features.
Why bother automating meeting scheduling?
Let’s be honest: no one wakes up excited to compare calendars, chase RSVPs, or deal with “Does 2pm work?” threads. Every minute spent wrangling schedules is a minute you’re not getting actual work done. Automated scheduling tools like Meetz promise to make this a thing of the past. But, not all automation is created equal—and if you set things up wrong, you could still end up with a mess.
This article breaks down what really works, what’s just hype, and how to set up Meetz so your team actually saves time.
Step 1: Decide What (and Who) to Automate
Before you start clicking buttons, get clear on the real pain points. Automation is supposed to save you time, not turn your calendar into chaos.
Ask yourself (and your team): - Which meetings eat up the most time to schedule? (Think: client calls, team standups, interviews) - Who needs to be included? (Just sales? The whole company? Only people who opt in?) - Do you need one-on-one links, group scheduling, or round-robin assignment?
Pro tip: Start small. Automate one type of meeting first. You’ll figure out what works before rolling it out to everyone.
Step 2: Set Up Your Meetz Account
If you’re new to Meetz, getting started isn’t hard—but there are a few things to watch out for.
- Sign up and verify your email.
- Connect your calendar. Meetz supports Google, Outlook, and sometimes others. If your team uses something weird or homegrown, check compatibility before you get too invested.
- Set your working hours and time zone. Don’t skip this. If you leave it at the default, you’ll end up with meetings at 7am or double-bookings.
- Add a profile photo and name. It’s optional, but it helps people trust that your links are legit.
Heads up: If your company has strict security policies, you might need IT to approve the app. Get their blessing early to avoid headaches later.
Step 3: Create Your First Booking Link
This is where the magic happens—but it’s also where a lot of tools get bloated. Meetz tries to keep it simple, but you still want to avoid unnecessary clutter.
- Pick the meeting type you want to automate.
- Example: “30-Minute Client Intro Call”
- Set duration and buffer times.
- Don’t be stingy with buffers. Back-to-back meetings are a recipe for burnout.
- Choose your availability.
- Use the “Custom hours” setting if you don’t want to be bookable all day, every day.
- Add optional questions for invitees.
- Only ask for info you’ll actually use. Forcing people to fill out long forms means they just won’t book at all.
- Copy your booking link and test it.
- Open it in a private browser window. See what the invitee sees. If it’s confusing, fix it now.
What to skip: Fancy branding, custom domains, and endless form fields. No one cares except your marketing team.
Step 4: Share Your Link (Without Being Annoying)
Here’s where a lot of automation goes off the rails. Just because you can send your booking link everywhere doesn’t mean you should.
Good ways to share: - In your email signature (“Book time with me”) - As a reply to “When are you free?” emails - In Slack, Teams, or chat tools when someone asks to meet
What to avoid: - Blasting your link to everyone, unprompted - Making people dig through a website to find how to book you - Using your link as a power play (“My time is precious, peasant!” vibes)
Pro tip: If you’re worried about looking rude, add a quick line:
“Here’s my scheduling link—pick whatever works best for you, or let me know if you prefer to suggest a few times.”
Step 5: Automate Team and Group Scheduling
Once you’ve nailed down your own setup, you can roll out automation for teams or groups. This is where things get tricky, so don’t rush it.
Options in Meetz: - Team links: Let people book with anyone on a team (good for support or sales queues). - Round-robin assignment: Meetz can automatically assign meetings to whoever’s available next. - Group meetings: Useful for recurring team calls or interviews with multiple stakeholders.
What actually works: - For small teams, team links are usually enough. - Round-robin is great if you have high meeting volume and don’t care who specifically takes the call. - Group scheduling works, but only if everyone keeps their calendar up-to-date. Otherwise, you’ll spend more time fixing conflicts than you save.
What to ignore: - Overly complex routing rules. If you need a flowchart to explain who gets which meeting, you’re probably overengineering it.
Step 6: Set Reminders and Follow-Ups (But Don’t Overdo It)
Meetz can send automated reminders and follow-ups. These can genuinely cut down on no-shows and wasted time—but you don’t need to go wild.
- Send a reminder 1 day before and 1 hour before. That’s usually plenty.
- Follow-up emails: Great for sales or client calls. Not necessary for internal meetings.
- Customization: Don’t write a novel. Short, clear reminders work best.
Watch out for: Over-communicating. If people start ignoring your reminders, you’ve lost the benefit.
Step 7: Review and Adjust—Don’t “Set and Forget”
Here’s the reality: No automation setup is perfect out of the box. Calendars change. People forget to update their availability. Meetings get canceled. If you just “set it and forget it,” you’ll end up with scheduling train wrecks.
Every month or so: - Check your booking links for broken settings or outdated info. - Ask your team what’s working (and what’s annoying). - Make small tweaks, not big overhauls. Incremental changes are easier to manage.
If something’s not saving you time, kill it. There’s no shame in ditching a process that’s more hassle than help.
What Meetz Does Well (and Where It Falls Short)
The good: - Clean interface that’s easy for most people to use - Integrates well with Google and Outlook calendars - Solid features for basic and team scheduling
The not-so-great: - Advanced workflows (like complex routing or deep CRM integration) can get clunky - If your company uses a weird calendar or workflow, you might run into limits - No tool can fix a broken meeting culture—if you’re overloaded with meetings, automation won’t save you
Don’t get sucked in by: Hype about “AI-powered everything.” Most of the time, simple automated scheduling is all you need. The rest is just noise.
Keep It Simple, Iterate, and Actually Save Time
The whole point of automating meeting scheduling is to save time and headaches—not create new ones. Start with one meeting type, set up your basic booking link, and only expand when you know it’s working. Don’t overcomplicate it. Most teams need a simple system, not an over-engineered one.
And if something isn’t working, don’t be afraid to scrap it and try again. You’re looking for less friction, not more features. Good luck!