Step 1: Meeting Topics

1. To set a meeting topic, go to the Meeting Topics panel
2. Create a name for the meeting topic

Below the meeting name, you’ll see the following toggles:

• Visible on the profile page: Determines whether this meeting will be publicly visible on your profile page or if sign-ups are only possible via a direct link.
• Enabled: The main toggle—if you disable it, no one will be able to book this meeting, even with a link. ?
• Paid event: This option can only be enabled if you have an integrated payment gateway. You can find more information about payment gateway integration here: Step 1: Payment Gateway Integration
• Require email confirmation / organizer confirmation: These features prevent a booking from being marked as “confirmed” immediately. It requires prior approval by you or confirmation by the customer.

1. Select the meeting organizer

This section is used to configure the organizer for a given meeting

• Automatic meeting organizer selection (smart round robin): The system automatically assigns meetings to designated individuals (e.g., in turn or to the person with the lightest workload), ensuring an even distribution of work across the team.
• Available organizers: A list of people who can lead a given meeting. The client books a time slot with the organizer of their choice.
• Required co-organizers: People who must attend the meeting. The system checks their calendars and blocks time for them.
• Optional co-organizers: People added for informational purposes only (e.g., manager, receptionist). They receive notifications, but the system does not check their availability or block their time in the schedule.

💡 Good to know: If you’re working alone, just add yourself as the meeting organizer.

1. Add a schedule

Here, you can assign a previously created schedule to the meeting topic.

1. Set the meeting duration

• You can set the meeting duration in minutes only

1. Select a meeting location

Specify where the meeting will take place. You can select multiple options, and the client will choose the one that suits them best when making a reservation. 💡 Good to know: To make platforms like Google Meet or Teams available, you must connect your calendar

1. Add a description—it will be visible to the client on the calendar page or in an embedded calendar.

In the advanced meeting topic settings, you can: 1. Choose a calendar layout: Select the default view for the client (e.g., Weekly). The client can change it on the booking page. 2. Set the maximum number of bookings per time slot: The limit on the number of people who can sign up for the same slot (e.g., 1 for one-on-one meetings). 3. Customize the booking form:

• Phone number field: Toggle switches that allow you to hide the field or mark it as required.
• Notes field: Option to hide or mark it as required. Customize the display of organizer information
• Show the organizer’s full name: A toggle that enables the full name of the organizer to be visible to the client.

1. If you want to set policies for rescheduling and canceling appointments, you can do so right here; we’ve described everything in step three of the account setup: Step 3: Policies for Canceling and Rescheduling Appointments
2. Redirects—this allows you to set up your own thank-you page, which will be displayed to the client after scheduling an appointment.
3. External Calendar—here, you can customize the names and colors of appointments in your calendar to suit your preferences.

💡 Good to know: In Zencal, you can customize notifications for your clients according to your needs; we’ve described the entire process here: Step 3: Communication with Clients

For each meeting topic, you can create a form to ask your clients for details before the meeting.

1. Go to Meeting Topics
2. Select the meeting where you want to add a form and go to “Create Form”
3. ?

In Zencal, regardless of your subscription plan, you can create an unlimited number of meeting topics.

In Zencal, you can sell your services; read more about it here: Step 2: Sell Sessions

The link to your calendar is located in the “Meeting Topics” panel under “Calendar URL.”

If you offer online sessions, you must first integrate your chosen tool or calendar. Calendar integration is described in the first step of account setup: Step 1: Calendar Integration

After integrating your calendar, when a client signs up for a meeting, the meeting link will be generated automatically.

If you want to embed the calendar, click here—Step 4: Embedding the Calendar on Your Website