Book appointments, booking links and calendar links
Suggest free times, book appointments binding, create booking links and permanent calendar links for customers, and set up appointment types and booking hours.
Suggesting and booking slots
You find the function in two places: in the calendar via Suggest slots (or the key B), and on the contact card via Book appointment (then lead and project are already set). You need the project permission ‘Calendar’ with edit.
Leadmode suggests times from tomorrow onwards (adjustable), on the half and full hour, without weekends and breaks, at most 28 days ahead. Occupied are your own appointments including the buffer of the appointment type and the appointments of connected calendars with Block times switched on. Leave, days off and the person’s own working hours count as well.
If the dialogue has lead and appointment type, it shows in advance whether and when confirmation and reminders go to the contact person, or why not. See Appointment emails.
Booking link for customers
In the same dialogue, Create link under ‘Booking link for customers’ creates a link. Customers choose a time themselves through it, without signing in.
- Valid for seven days, usable once. The link is copied to the clipboard; Create new link makes a new one.
- The booking page shows the appointment type and the duration. Booking is made for you, for a chosen person or for the team, depending on the selection under For.
- The booking page shows free times (Earlier, Later). The customer enters name, email address or phone and optionally a message, and clicks Book now. They then see ‘Appointment booked’.
- Invalid, expired or already used links show ‘This link is no longer valid.’
- The page has protection against abuse (limitation of attempts, hidden field), but no CAPTCHA.
Calendar links: fixed links like Calendly
A calendar link has a fixed address, does not expire and can be used by any number of customers. You place the link in emails, on your website or in advertisements. You find the calendar links in the menu item Calendar links, under Settings → Sales → Calendar → Calendar links and on the Project overview page via the button Calendar links. Whether the menu item appears is set by an admin in the profile under Roles and permissions.
In the list, for each page you see the link, the number of bookings and notes if something is missing (no mailbox, no footer, person no longer active, appointment type no longer bookable). With the switch you pause a page: visitors then see ‘not available’, booked appointments remain. Duplicate copies a page as a template for a new one.
Visitors choose the day and time in their time zone, enter their details and receive a confirmation on the page and by email, plus a link to reschedule, cancel or add to their calendar. Who gets the appointment on a team page is described under ‘Team pages and group appointments’. The page follows the light or dark design of the device.
Team pages and group appointments
If you choose Whole project team (rotation) under For whom, Who receives the appointments? appears. All people who are switched on receive bookings in turn. With the weight (Normal up to 5×) a person receives correspondingly more. An appointment goes to the free person who has the fewest bookings via this page in proportion to their weight; in a tie, to the one who has gone longest without one. If a person leaves the team, they drop out. If nobody is left, the whole team applies again.
For a fixed person (not for the team) you set up a group appointment under Seats per time (1 to 100). Empty or 1 means one appointment per time. With more seats, several people can book the same time as long as seats are free; visitors see ‘n seats left’.
Availability per page
In the section Availability you define when visitors can book. Time off, absences and existing appointments always block.
| Setting | Effect |
|---|---|
| Custom times for this page | Times per weekday. They apply to all people on the page instead of the booking hours and working hours. Without custom times the booking hours apply, and a person’s own working hours take precedence. |
| Exceptions on individual days | With Add exception you choose a date and then Closed or Different times (with Another window also several windows on one day), for example for a trade-fair day. |
| Public holidays | You choose a country (for example Germany, Austria or Switzerland); its statutory public holidays then offer no times. Only nationwide public holidays count. Do not block any public holidays is the default. |
| Minimum notice | The shortest notice at which a booking can be made, from immediately up to seven days. By default the value of the booking hours applies. |
| Start times | Interval of the start times offered: 5, 10, 15, 20, 30, 45 or 60 minutes. The default is every 30 minutes. |
| Bookable from and Bookable until | A fixed period. Empty means from now on or without an end. |
| Fixed time zone | Visitors see the times in the time zone of the booking hours, with no switch. Useful for on-site appointments. |
Buffers and limits
Under More settings → Buffer and limits you set optional values. Empty fields take over the setting of the appointment type or the default.
- Buffer before the appointment and Buffer after the appointment (0 to 120 minutes): this much time before or after an appointment stays free.
- Bookable at most this many days ahead (1 to 90): the booking horizon. Empty means 31 days. It must not be shorter than the notice of the booking hours, otherwise no appointment could ever be booked.
- Maximum bookings per day and per week (Monday to Sunday): applies to this page, all people together. Full days and weeks no longer offer times.
Booker details and questions
Under More settings → Booker details you decide what visitors enter: Require phone number, the field ‘What is it about?’ and Bookers may add guests. With guests, visitors enter up to five more email addresses. These receive confirmation, reminders and cancellation in copy; they appear in the appointment note as ‘Additional guests’.
With Add question you set up to ten Custom questions. Each question has a text, an answer type and optionally Required question:
- Short text, Long text, Phone number, Number, Date,
- Yes / No,
- Choice (one answer) and Multiple choice: you enter the answers, one per line, at least two different ones,
- Consent (checkbox): optionally you give a Link to the text (https only), for example your privacy policy.
The answers appear in the appointment note and in the lead message. You sort the questions with the arrows. Personal booking links do not support questions.
Appearance, legal texts and directory
Under More settings → Appearance you find logo and description and two switches:
- Show the organisation’s legal texts: the page shows privacy, legal notice and terms from Settings → Email → Footer instead of the Leadmode texts. Empty entries fall back to Leadmode.
- Show in the directory: the page appears in the organisation’s public directory. The note at the switch gives you the address of the directory. Visitors see all calendar links marked this way there with title, duration, location and description, and choose what the appointment should be about. Paused pages and pages whose person or appointment type is no longer valid do not appear there.
Emails, follow-up and after booking
Under More settings → Emails to bookers you set, besides the addition and the own reminders, a Follow-up after the appointment: 15 minutes to 14 days after the end of the appointment. The system template ‘Appointment follow-up’ (Settings → Email templates) is sent, for example with thanks and documents. It is not sent after a cancellation or a no-show, and not to guests.
Under After booking you choose what bookers see afterwards:
- Show Leadmode confirmation, if you like with Additional links on the confirmation (up to three buttons with label and address, https only).
- Redirect to your own page: you enter the address of the redirect (https only), for example your thank-you page. With Pass on name, email and appointment start, Leadmode appends these details to the address as the parameters
name,emailandstart.
Under Embed in website (for existing pages) you find the code to show the page directly on your website, as a button with a window or at a link of its own.
One-time links and bookings on the web
On the Calendar links page, under Personal booking links you manage the links for exactly one lead. The list shows for each link the project, appointment type, person or team, the validity and the uses. With New booking link you create one (project, appointment type, person or team, validity of 1 to 30 days, 1 to 100 uses), with Revoke you invalidate it. You see the address only when creating it: copy it immediately.
On a page’s tile, Create one-time link creates a link for this page, valid for seven days and usable once. A click on the number of bookings on the tile opens the bookings of this page with their status (upcoming, held, cancelled, no-show).
Language of the page
The page appears in the language of the visitors’ browser, provided Leadmode offers it, otherwise in English. With ?lang= and the language code on the address (for example ?lang=en) you set the language. The location details (‘Video call’, ‘We call you’) also appear in that language. Appointment and note in the CRM stay in German.
Via the AI interface you can view, create, change (including pausing) and delete pages and retrieve the bookings of a page. Uploading the logo and creating personal booking links are only possible in the interface. See AI interface.
Via an outgoing webhook, Leadmode reports every booking to your system: in the webhook choose the area Appointment and the quick selection Customer booked themselves. The field Booking page allows reporting only a specific page. See Webhooks.
Against abuse there are limits per address, per page and per email address, as well as a hidden field, but no CAPTCHA. Visitors cannot verify themselves: anyone may create a booking with any email address. The confirmation goes to that address.
Setting up appointment types and booking hours
Settings → Sales → Calendar with the tabs Appointment types, Booking hours, Appointment handover and Calendar links. Under Scope, choose the organisation default or a project. Admins change the organisation default; in a project, admins and project leads.
Appointment types: with Add appointment type or Edit you set name, type, responsibility (host, setter, closer, account manager, owner), the outcome On booking, duration (5 to 480 minutes), buffer (0 to 120 minutes) and the switches Bookable and Visible. Preferred times: with Add time or time window you define when ‘Suggest slots’ preferably proposes times (from and to; the same time is a fixed clock time). The top window has priority; up to three times per day are possible. The switch Search nearby lets Leadmode propose times close to the preferred window if nothing is free there; without it, the day is omitted. Without an entry, around 10 and 14 o’clock apply as before. Supplied types can be hidden, not deleted. In a project you override a type (Adjusted); Reset to default reverts the adjustment.
Booking hours: working days, start, end, Lunch break, Earliest booking, Minimum notice on the same day and Time zone. In a project the organisation default applies until you choose Set own hours; Reset to organisation default lifts this. At the bottom are the settings for the appointment emails.
A person’s own working hours (see Workforce planning) replace working days, times and break for them.
Appointment handover: checking phone and email
Every booked customer appointment has a copyable handover text for the customer group, in the appointment and under Handovers. It names only what is shared: the contact person’s phone number and email address appear in the text only if the channel is active, not blocked and shared in the handover. You set this on the channel in the contact dialog (switch Mention phone number in handover text or Mention email address in handover text, directly below the row) or in the handover itself.
If something is missing from the text, Check before handing over above the preview shows what and why: on file but not shared, blocked, not on file or only deactivated, each for the contact person on the appointment. If that person is blocked, no longer on the lead or not named on the appointment, the text names the primary contact or the first usable person; the notice says so too. The notice blocks neither Copy handover text nor Mark as handed over to the customer group.
Project leads and admins share a channel in the notice with the switch; everyone else sees it greyed out with an explanation. Blocked channels, people and leads can never be shared; withdrawing a share always works. Mobile numbers and the company switchboard never appear in the handover text. The notice says ‘Extension’ only for numbers whose label shows an extension, otherwise ‘Phone’.
Customer calendar (project)
If a customer books in an own booking calendar (for example Calendly), set this up in the project, in the step ‘Do you book in an external calendar?’: Yes, in the customer’s calendar. Then enter the provider and the link to the booking calendar (https://…). Book appointment on the lead then opens this link in a new tab, with name and email pre-filled (with ‘Other provider’, the link opens unchanged).
Additionally there is Link per team member (optional): whoever has an own link books through it, everyone else through the project’s link. Two switches control whether Leadmode nevertheless sends appointment confirmation and reminders to the lead; both are initially off. Leadmode does not read the customer’s calendar, and the booked appointment is not adopted.
Limits
- There are no invitations to participants. SMS confirmation and SMS reminder are described under Appointment emails.
- In the native apps, booking is limited (Android: booking dialogue without contact reference, no agenda).
- The protection against double booking applies to bookings made via Leadmode, not to entries created directly in the external calendar from outside.