Appointment Booking Links and Booking Hours

The fastest way to set an appointment is to let the customer pick the time. Every salesperson and every store gets a booking link, and the hours it offers are set in the same popup.

An appointment booking link is a page a customer opens, picks a day and a time from the hours you set, and books; the appointment lands on your LeadLocate CRM calendar with the customer attached. That is the one sentence version. There are two kinds. The personal link belongs to one salesperson and shows their name and photo, so a customer who has been texting with Maria books with Maria. The team link belongs to the store, shows only the company, and is the link a store puts on its website, its ads and its brand pages.

The other half of the feature is the booking hours. A link is only as useful as the times it offers, and the hours a salesperson can take a visit are not the hours the store is open. Each link has its own weekly hours grid, and the personal grid and the team grid are edited in the same popup as the links themselves, which is why the CRM treats them as one feature rather than two.

This is the product view. The buying question, what an appointment setting workflow should look like for a BDC, is on the BDC appointment setting software page. Here the subject is the link.

A salesperson has been texting with a customer about a used crossover since Tuesday. On Thursday evening the customer writes "can I come see it this weekend?" The salesperson is at dinner. Rather than negotiate times by text for the next twenty minutes, she sends her booking link from the phone app with one tap from Quick Schedule, which mirrors her public booking link, and goes back to dinner.

The customer opens the link on their phone at 9:40 PM, sees the salesperson's name and photo, sees Saturday from 10 to 4 because that is what her personal hours grid offers, and picks 11:30. The appointment appears on her calendar in the CRM, the customer's lead record shows it, and the appointment confirmation text and email go out through Automated Templates. On Saturday morning the Workspace shows the 11:30 under Today's Appointments, and the reminder step of the store's Follow Up Process fires the hours before appointment text.

Nobody at the store touched a calendar. The customer picked the time, the link offered only the hours the salesperson actually works, and the CRM did the writing.

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Open Calendar in the main menu and the page header carries two buttons: Add New for an appointment you set by hand, and Settings. Settings opens one popup with one tab per calendar. The My Calendar tab holds your personal booking link, its embed code and your booking hours. The Team Calendar tab holds the shared link, its embed code and the team hours. The links are copy only, with a Copy URL and Copy Embed Code button next to each, and the single save button says Save Hours because the hours are the part you edit.

The hours grid is a week. Each day has an on or off switch and a start and end time, so a salesperson who is off Mondays and leaves early on Wednesdays sets exactly that. The team grid is independent of any one person's hours, and it is independent of the receptionist business hours the phone stack uses, so a store can take bookings on the team link for hours that differ from when the phone is answered. Opening Settings provisions both calendars, so there is nothing to request before the links exist.

In the LeadLocate mobile app the personal link is one tap away under Quick Schedule, and the calendar view carries the Team Link. The mobile app page covers the rest of the phone side.

A booking link earns its keep by being everywhere a customer might want to book. The obvious place is the text conversation: the link goes into a message the same way a vehicle or a credit application link does, and the trackable short links in the composer show when it was clicked. The second place is email, where the personal link belongs in every salesperson's signature and the team link belongs in every automated email the store sends.

The third place is the web. The embed code under Add this calendar to your website pastes into any page you control, so the booking calendar appears on the page rather than sending the customer away. A salesperson's personal website carries the personal link in its Menu Links tab; the store's brand pages and Lead Pages carry the team link. A printed business card or referral card from Design Studio carries it as a QR code.

The fourth place is the phone. When a BDC agent is on a call and the customer says "let me check with my wife", the agent texts the link during the call and the appointment gets booked that night instead of never.

The personal link is for a customer who already has a relationship with a salesperson. It shows the salesperson's name and photo, offers the salesperson's own hours, and books the appointment to that salesperson. Sending a customer who has been texting with Maria to a generic company page is a small betrayal, and the personal link avoids it.

The team link is for everyone else: the website visitor, the ad click, the brand page, the customer who called the main line and hung up before booking. It shows only the store, offers the team hours, and does not block a time slot when one customer books it, so several customers can pick the same Saturday morning and the store staffs it. Bookings through the team link land on the shared calendar unassigned, ready for a BDC agent to hand to whoever is free. The shared team calendar page covers how that hand off runs and where round robin fits.

Most stores use both: the team link on everything public, the personal link in every conversation a salesperson is already having.

Most stores that book appointments by link are paying a separate scheduling service per user, with a calendar that knows nothing about the lead, the vehicle or the CRM. The appointment lands in the scheduling tool, someone copies it into the CRM by hand, and the confirmation comes from a vendor's domain rather than the store's. The alternative is worse: back and forth texts about times, appointments written on a desk pad, and a customer who shows up when nobody expected them.

Booking links in LeadLocate CRM replace the scheduling subscription and the copying. The booking is a CRM appointment from the moment it is made, attached to the lead, visible on the Workspace and the calendar, and confirmed by the store's own templates. There is no per user scheduling fee. The plans on the pricing page all carry it, including CRM Only for a store that wants the software without lead delivery.

What the store keeps is what it should keep: the customer's appointment in the customer's record, and a link that is the store's, not a vendor's.

An appointment a customer booked themselves is the cleanest kind of contact a store can have. The customer chose to open the link, chose the day and the time, and entered their own details; the appointment record shows all of that with a timestamp. When the confirmation text and the reminder go out, they go to a person who asked for the visit, which is exactly the situation the rules for commercial messaging are written to protect.

The hours grid is a compliance tool of a quieter kind. A booking link that offers only the hours a person actually works means nobody is booked for a slot the store then has to cancel, and a team grid set separately from the phone hours means the store is not promising visits when the showroom is dark. Every confirmation and reminder lands in the customer's communications log next to the calls and texts, so a question about what the customer was told about their visit has a written answer. None of this replaces the store's own consent practice; it gives the appointment a record that practice can point to.

Booking links are part of the LeadLocate CRM subscription. Open Calendar, click Settings, set your hours on the My Calendar tab and press Save Hours, then copy your link. A manager does the same on the Team Calendar tab for the store. Put the personal link in your text signature and your email signature today; put the team link on the website this week. Anything a store needs beyond the popup is available on request, and our team puts it in production for your dealership.

Pair the links with Google Calendar sync so a booking shows on the calendar you already carry, with the appointment confirmation templates in Automated Templates, and with In-Store Now so the floor knows when the 11:30 has arrived. The all features list shows the rest.

If we are ever unavailable, the appointments already booked are on your calendar and in your customers' confirmations, and the customer who has your direct number reaches you regardless; what you would wait on is the booking page itself. The pre-recorded live demo shows a link going out by text and coming back as a booked appointment.

Does every salesperson get their own booking link?

Yes. Each user has a personal link with their name and photo and their own booking hours, set on the My Calendar tab of the Settings popup on the Calendar page.

What is the difference between the personal link and the team link?

The personal link books one salesperson and shows their name and photo. The team link shows only the store, uses the team hours, does not block slots, and lands bookings on the shared calendar unassigned for a BDC agent to route.

Where do I set the hours the link offers?

In the same popup as the link. Calendar, Settings, then the hours grid on the My Calendar or Team Calendar tab, one on or off switch and a start and end time per day, saved with Save Hours.

Can I put the booking calendar on my website?

Yes. Each tab has an embed code under Add this calendar to your website. Paste it into any page you control and the booking calendar appears on the page.

Can I send the link from my phone?

Yes. Quick Schedule in the LeadLocate mobile app mirrors your public booking link with one tap, and the calendar view carries the Team Link.

Is the customer confirmed automatically?

When the appointment confirmation templates are switched on in Automated Templates, the confirmation text and email go out on booking, and a Follow Up Process can send the reminder hours before the visit.

Booking links are part of every LeadLocate CRM plan, month to month. See a personal link go out by text and come back as an appointment on the calendar.

Prefer to talk right now? Call or text 844-376-2274.