If you’re drowning in Zoom calls, in-person meetings, and the occasional “can we just chat on Teams?” request, you’re not alone. Trying to keep your calendar straight is hard enough — add multiple meeting types and locations, and it’s chaos. This guide is for anyone using Appointlet who wants to make sense of the mess, set things up right, and actually stick to a schedule that works.
Let’s make your scheduling as painless as possible, even if your days are anything but.
1. Get Clear on Your Meeting Types and Locations Before You Touch Appointlet
Jumping right into software without a plan is a fast track to confusion. Before you click anything, get a piece of paper (or open a doc) and list:
- Types of meetings you offer: Sales calls, consults, interviews, team check-ins, etc.
- Where these happen: Zoom, Google Meet, your office, a client’s site, phone calls.
Pro tip: If you’ve got 12 “types” of meetings but most are just variations on a theme, simplify. Appointlet works best when each meeting type is clearly distinct — don’t create unnecessary complexity.
2. Set Up Your Meeting Types in Appointlet
Now, translate your plan into Appointlet. Meeting Types are the backbone of your setup. Here’s how to do it without making a mess:
a. Create Each Meeting Type
- In your Appointlet dashboard, go to Meeting Types and click New Meeting Type.
- Name it something obvious. “Zoom Demo Call” beats “Call #3.”
- Add a description so invitees know what they’re booking.
b. Set Duration, Availability, and Buffers
- Set the right length for each type (don’t guess — check your last few meetings).
- Use buffers if you need time between meetings. This avoids the dreaded back-to-back-to-back triple-header.
- Assign which calendars you want Appointlet to check for conflicts.
c. Assign to Team Members (if needed)
- If you’re part of a team, assign the right people to each meeting type.
- Only give people the options they actually handle. Less confusion for everyone.
What to Avoid: Don’t create new meeting types for every little one-off. If you’re regularly doing something, it gets a type. Otherwise, use a catch-all or handle it manually.
3. Map Out Locations and How They Link to Each Meeting Type
Appointlet lets you set up locations for each meeting type. The trick is to be explicit, so people know exactly where (and how) you’ll meet.
a. Set the Location for Each Meeting Type
- For remote meetings: Choose Zoom, Google Meet, Teams, or a custom link.
- Appointlet integrates with Zoom and Google Meet natively — connect your accounts in Integrations first.
- For in-person: Enter the address or choose “Physical Location.”
- For phone calls: Use “Phone” and clarify who’s calling whom in the description.
b. What Works (and What Doesn’t)
- Works well: Assigning a unique location to each meeting type. No ambiguity.
- Works okay: Offering a “hybrid” option (e.g., “Zoom or In-person”) but only if you specify how the attendee chooses — otherwise, it gets messy.
- Doesn’t work: Leaving the location blank or vague. You’ll spend all your time clarifying details over email.
Pro tip: If you really need flexibility, use custom fields in the booking form to let people pick a location (e.g., “Do you want to meet via Zoom or in-person?”) — but be prepared to manage some back-and-forth.
4. Fine-Tune Availability for Each Meeting Type and Location
Here’s where most people trip up: setting their availability too broadly. If you’re available for everything, you’re available for nothing.
a. Set Specific Availability Windows
- Assign different time windows for each meeting type if needed. For example, only take in-person meetings on Tuesdays and Thursdays.
- Use the Availability tab in each Meeting Type to set this up.
b. Sync with Your Real Calendar
- Connect your Google, Outlook, or Office 365 calendar so Appointlet respects your real conflicts.
- Always double-check which calendars are being checked for conflicts in Settings.
c. Avoid Double-Booking Across Locations
- Don’t let “Zoom” meetings overlap with “In-person” just because they’re different types. If you’re using one calendar for everything, Appointlet will block out conflicts — but if you’re using separate calendars, you’ll need to be careful.
What to Ignore: Don’t bother setting 20 different tiny availability windows unless you really need to. Overcomplicating availability leads to mistakes and missed meetings.
5. Use Booking Links and Routing Carefully
Appointlet lets you share links for each meeting type, or a main booking page with all options. Here’s how to avoid confusion:
a. One Link Per Meeting Type (When Simplicity Matters)
- If you want total control, send people direct links to the exact meeting type and location you want them to book.
b. Main Booking Page (When You Need Flexibility)
- Share your main Appointlet booking page so people can pick what works for them.
- But: If you have too many options, people get lost. Pare down what’s visible.
c. Use Routing Forms for Complex Needs
- For more complicated flows (like “Do you want to meet in person or on Zoom?”), use Appointlet’s routing forms to guide people to the right type.
- This is powerful but easy to overdo. Test your flow as if you’re a first-time booker.
Pro tip: Always preview your booking links as a guest before sharing. You’ll catch confusing wording or missing details before your clients do.
6. Automate the Boring Stuff: Reminders, Cancellations, and Reschedules
Scheduling is only half the battle — reminders and follow-ups are where most no-shows happen.
- Set up automated email reminders for each meeting type. Customize the message to include location details.
- Allow attendees to reschedule or cancel themselves if possible. It saves you (and them) a ton of emails.
- For in-person meetings, send a map or parking info in the confirmation. For remote, double-check the meeting link actually works.
What to Ignore: Don’t go wild with reminder emails. One or two is enough. More than that and people start tuning you out.
7. Keep It Clean: Regularly Review and Prune Your Meeting Types
As your business evolves, so will your meeting needs. Every month or so, review:
- Are there meeting types no one’s booking? Archive or delete them.
- Are locations or instructions out of date? Update them.
- Is your availability still realistic? Adjust before your calendar fills up with the wrong stuff.
Pro tip: Less is more. The fewer meeting types and locations to manage, the less chance for mistakes.
Wrapping Up: Don’t Overthink It
Managing multiple meeting types and locations in Appointlet isn’t rocket science — but it does reward a little upfront planning and the occasional cleanup. Keep your setup as simple as possible, be ruthless about what’s actually needed, and don’t be afraid to adjust as you go. The best system is the one you’ll actually use, not the one with every bell and whistle turned on.
Now go reclaim your calendar.