2.14 Calendar Bookings: Capturing Leads via Showings & Consultations

Purpose:

When potential or existing clients schedule appointments (like property showings, buyer consultations, listing presentations, or quick calls) using your Close Master Calendars, the booking process itself acts as a lead capture mechanism.

How it Works:

  1. Create Calendar(s): First, set up your booking calendars in Settings → Calendars. Define appointment types, duration, availability, assign agents, etc. (See Chapter 22.8).
  2. Configure Booking Form: Within the calendar settings (Forms & Payments tab), you configure the form that users fill out when booking.
    • Default Form: Collects basic Name, Email, Phone.
    • Custom Form: Recommended. Create a specific Form (in Sites > Forms) tailored to the appointment type (e.g., a "Showing Request Form" asking for Property Address, preferred Date/Time; a "Buyer Consultation Form" asking about Budget, Timeline, Pre-Approval Status). Attach this Custom Form to your calendar. Ensure the form includes necessary consent checkboxes.
  3. Share Booking Link: Share the unique booking link for your calendar (e.g., embed it on your website, include it in email signatures, send it directly to leads).
  4. Lead Capture on Booking: When someone selects a time slot and successfully submits the booking form associated with your calendar:
    • Contact Created/Updated: Close Master automatically uses the information entered (Name, Email, Phone, and any Custom Field data from the form) to create a new Contact record or update an existing one.
    • Appointment Logged: The appointment details are logged under the Contact's record (Appointments tab) and appear on the main Calendars view.
    • Workflows Triggered: The booking event (Customer Booked Appointment trigger) or subsequent status changes (Appointment Status trigger) can automatically start Workflows for confirmations, reminders, follow-ups, or task creation.

This makes your online scheduling tool a seamless part of your lead generation and management process.