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Appointment booking

The Book an appointment page is how Mokapen ends the ping-pong of three dates in email: the visitor chooses who to meet (or Mokapen assigns them), sees only the free slots, and confirms. The appointment is already on the calendar, with the contact in the address book, Meet or Teams if the host has them connected, calendar invite. You copy nothing.

It is not a catalog booking (paid consulting, rental, a seat in class): that is Book a service or product. Here the object is a person’s time on the team. It is not the contact form either: there you collect a message, here you take a real slot.

The convenience is all here: one URL (or a snippet on the site), the customer books themselves, you already find date, host, channel and contact card. Same privacy, same fields, same calendar as the rest of Mokapen. No separate Calendly, no “give me three windows” in the inbox.

What it is for and why it helps

The average salesperson spends more time booking the call than taking it. This page closes that gap:

• Real slots, not “free this week” — you show only times when the host is free, with notice, buffer, lunch break, org closings and this page’s excluded dates. If the Google/Outlook calendar is in sync, external busy times count: no double booking.
• Hosts your way — one person only (the owner, the specialist). Or two or more: the visitor picks, or Mokapen rotates in round robin, or it is a collective meeting (everyone free, everyone on the call).
• Duration you decide — 15, 30, 45, 60 minutes or a custom value. If you enable more than one, the visitor chooses how long the slot will last. Default on create: 30 minutes, Monday–Friday 9–18.
• Channel already decided — Google Meet, Microsoft Teams and/or a location. One channel only = implicit. Several channels = the visitor chooses. The Meet/Teams link is generated on its own if the host’s integration is connected: do not promise a link if the host does not have Google or Microsoft.
• Everything in the CRM — contact + appointment, calendar invites (on by default), guests in CC that the visitor can add. From there you move, annotate, archive like any other appointment: it is not a second piece of software.

In short: you use this page to have someone book a person’s time. You use the contact form to collect who writes to you. You use services/products to have someone book a catalog item. One form, one job: do not mix the three in the same form.

How to access and limits

• User menu → Forms. At the top, filters All / Contact form / Appointment booking / Book a service or product. From the appointments filter, “New form” already starts on the right template.
• You need the Forms app and the Appointments app active (Settings → Applications), role permissions, and availability slots on the users you put on the page (that person’s appointments calendar). Without slots, the public calendar is empty: fix it before you go ONLINE.
• Meet and Teams appear in the block only if at least one host has a usable integration. It is not a magic switch: it is the same Google / Microsoft connection of the user.
• The plan’s form cap also applies to these pages: in the list, if you are at the limit, New opens the upgrade. Beyond the limit the most recent forms stay locked; the older ones remain. Duplicating counts as one more form.
• Form automations (task, deal, ticket, update contact) are on plans that include Automations from forms. Without that plan you still publish: contact, appointment, invites and log are there anyway.

List page

Same list as all forms: cards with internal title, Appointment booking badge, form code (slug: you will use it in automations), Online status (green, icon to open the public page) or Offline (red, eye for preview without accepting bookings).

Three-dot menu: Edit (Settings), Duplicate, Delete. Duplicate when you have a page that works and you want a twin for another team or another campaign (then you change host, duration, notification email). Delete removes the public page: appointments already created stay on the calendar.

If the filtered list is empty, Mokapen tells you so and offers the new button (if the plan still has slots).

Creating the page

1. Forms → New form. In “What do you want to create?” choose Book an appointment. You pick the template at creation: you cannot change it later from this screen — for a catalog service make another form.
2. Name — internal (you see it in the list). The visitor sees the content title and subtitle.
3. Notification email — who should know a booking arrived (sales, reception, several addresses). It is not the archive: the archive is contact + appointment + log. If you leave it empty, you risk not noticing the slots.
4. Mokapen already prepares: org logo, title, email/first name/last name, booking block with you as the first host (if you have a user and a photo), privacy, appointment thank-you page. The slot calendar is always on: on this template you cannot remove it. Default: 30-minute duration, Mon–Fri 9–18, calendar invites on, 60-day horizon.
5. Open Content and work the Bookings block (people, rules, video/location, hours). Complete the success page and confirmation email. In Settings set ONLINE only when host, slots, channel and copy are in place. Offline the public link does not accept bookings; preview does.

Contact fields, privacy, reCAPTCHA, hidden fields, snippet and tracking: same logic as the contact form. Below is what is specific to the calendar.

Who meets the visitor

In the Bookings block the type is Appointment booking. Add one or more people: they are org users with availability in Appointments. You can change the visible label (name on the page) from the internal name.

With one person the visitor does not pick the host: they meet that one. With at least two, Host assignment appears:

• Visitor picks the person (default) — they see the list and book with whoever they want. Use it when who matters: salesperson A vs B, specialist vs generalist, language, location.
• Round robin — the visitor picks only the time; Mokapen assigns the first free person (fewest upcoming meetings). On the page: “You will meet one of these people”. Selection on the page is single choice. Useful for a demo team that must share the load, not for “I specifically want Sara”.
• Collective — everyone on the list must be free in that slot and they all attend. For kickoff, a two-person demo, an interview with HR + manager. Selection is multiple (all hosts). If one is busy, the slot does not appear.

Round robin and collective do not combine with “the visitor picks who”: either they decide, or Mokapen decides, or everyone is needed. If a host has no slots (or the external calendar fills the whole window), that person offers no times: fix it before you publish, not after the first complaint.

Availability, duration, notice, buffer

In the same Bookings card you set when they can book. It is not the host’s personal calendar: it is this page’s mask, then Mokapen crosses the user’s slots with busy times from the connected calendar.

• Duration — 15 / 30 / 45 / 60 minutes, plus “Other” (up to 480). You can tick more than one: the visitor chooses. A single tick = fixed duration. Default 30.
• Days and windows — for each day of the week on/off and one or more windows (e.g. 9–12 and 14–18). Default Mon–Fri 9–18. Turn Saturday on only if you actually honor it.
• Minimum notice — minutes under which the slot does not appear (0 = even “in a quarter of an hour”; 120 = no call in two hours). 15-minute steps. Use it if you need time to prepare the demo.
• Buffer before / after — empty minutes around the meeting, so two calls do not overlap or so you can change rooms. 5-minute steps.
• Book up to — horizon in days (1–365, default 60). Beyond that, the public calendar is empty. Shorten it (14, 21) if you do not want a calendar full of calls three months out.
• Lunch break — a window to remove every day (e.g. 13:00–14:00), on top of the time windows.
• Excluded dates — extra days only for this page (bridge holiday, internal training). The organization’s closings are already listed in the block: do not re-enter them, the org closing applies.
• Reminder — offset before the start (same options as other Mokapen reminders). It fires on the appointment, it is not the form-submit confirmation email.
• Cancel / reschedule until — minutes before the start under which the guest can no longer move or cancel from the management link. 0 = always allowed (if you offer that link). 15-minute steps.
• Calendar invites — tick on by default: invites go out to host and contact (and to guests). Turn it off only if you manage invites by hand: usually leave it.

On the public page the visitor can add other participants’ emails (optional, comma-separated). They land on the appointment as guests; they do not replace the main contact (that stays the form’s email/name). They do not need to put their own email again: Mokapen uses the contact details below.

Align the personal calendar (Google/Outlook) if you want external busy times to count. Slots “free” in Mokapen + a full calendar = the visitor sees holes you cannot honor.

Meet, Teams, location

In the block, meeting channel section, tick what you want to offer:

• Google Meet — appears if at least one host has Google connected in a usable way. You need the integration of who must join the call: in collective, of everyone; in round robin, of whoever can be assigned. If it is missing, Mokapen flags it in the editor (outbound sync, all hosts, or “connect the integration”).
• Microsoft Teams — the same with Outlook/Teams.
• Locations — addresses from Settings → Locations (street, ZIP, city). If you have none, the form tells you and sends you to Locations. Tick only the locations you want on this page, not all by habit.

One channel only: the visitor does not choose, it is implicit. Several channels: radio on the page. Zero video channels and zero locations: you are offering a slot without saying where — that is fine only if you explain it in the title or description (“we will call you”). Do not document Meet to the customer if the host does not have Google: the checkbox in the editor is disabled or missing.

Publishing: status, URL, embed

In Settings, like the contact form:

• ONLINE / OFFLINE — draft = Offline, you work in preview. Online = you accept bookings. The slug stays visible: do not change it lightly if you have already put it in a campaign or an automation.
• Page URL — email signature, site “Book a call”, ads, QR, LinkedIn. The View button is active only if ONLINE.
• Code to paste — snippet for the site. Data arrives in Mokapen, it does not stay in the CMS.
• Visit tracking (plans with tracking) — same snippet as the contact form, with consent.

Privacy, reCAPTCHA and the success page apply here too. The default thank-you text is the appointment one: confirm it (“you are on the calendar Tuesday at 10”, not “we’ll call you back”). The confirmation email to the visitor is the proof of the slot; the internal notification goes to the inboxes you put on the form.

What happens after the booking

With nothing else configured, in order:

• Mokapen writes the form log (fields, slot, channel, guests).
• Creates or updates the contact (same email rule as the contact form: Email 1/2/3, does not duplicate if one already exists and is not archived).
• Creates the linked appointment, with host, duration, time, channel, guests. Origin form_ + page id.
• If invites are on, calendars go out. Meet/Teams opens on its own if the integration is there. The reminder fires according to the offset you set.
• The visitor sees the success page (or the redirect) and, if you wrote one, the confirmation email. The team can work the appointment like any other: see the Appointments guide.

Then, if you configured them, the form automations (label, “prepare the demo” task, inbound deal). For delays and conditions use the Automations module with form received trigger and this page’s slug.

Recommended process

• Host slots in Appointments first, then the form. Empty calendar on the page = almost always availability not set, not a form bug.
• One person: leave the single host. A demo team: round robin. Two-person kickoff: collective. Do not use collective “because it looks cool” if one is enough.
• Channel: Meet only if the host has Google; location only if you honor it. Then notice and buffer (e.g. 2 hours + 10 minutes) before ONLINE.
• Test Offline: book on your own address, check contact card, appointment, invite, Meet, notification, confirmation. Then a weekday further out to see the slots.
• ONLINE on one channel only (email signature). After 48 hours look at no-shows and holes. Then site / ads.
• Do not change the slug on a page already in a campaign. Duplicate and create the twin (another team, another duration).

Use cases

Each case is a real situation, not a list of ticks. The page is the same; what changes is hosts, assignment and channel.

• Two salespeople, the same demo — Sara and Marco pitch the same product. If you let the visitor pick, everyone books Sara and Marco sits idle. Add both as hosts and use round robin: the page shows times, not names (“you will meet one of these people”), and Mokapen assigns whoever has fewer future meetings. Duration 30 minutes, Meet only if both have Google connected (otherwise the link never starts for the one without the integration). Two-hour notice so you are not jumping from call to call unprepared. Ten-minute buffer between slots. A 21-day horizon, not three months of a packed calendar. If Sara speaks German and Marco does not, round robin is the wrong tool: then you need “Visitor picks the person”.
• A call with the owner — The prospect wants you, not “someone on the team”. One host: the visitor does not see a list of people, they only pick a date and time. Meet if you have Google, or a location if you receive in the office — not both “just in case”. A short horizon (14–21 days) if you are already full: otherwise you end up with calls in March that you then move. At least one hour of notice. This page is not for sharing load: it is your public calendar.
• Interview with HR and the hiring manager — Both people must be in the room (or on the call). Collective assignment: the slot appears only if both are free, and both land on the appointment. Teams if they have Microsoft connected. Excluded dates for extraordinary closing days (org closings are already listed in the block: you do not re-enter them). 24-hour notice so HR can read the CV. This is not round robin: the candidate expects both people, not “one of the two”.
• On-site desk, no video — The customer comes to the office. Do not tick Meet or Teams: you would promise a link that does not exist. Tick only the location (if you have none, the block tells you: create it first). One host — whoever receives at reception or the consultant on duty. Windows 9–12 and 14–17, lunch break, 14-day horizon. The success text should say where to show up, not “we will send the Meet”.
• Onboarding after the contract — The visitor is already a customer, not a lead. Clone the demo page: internal title “Onboarding”, one CSM as host, 45 minutes, Meet, notify the CSM not sales. Form automation: a “prepare the account” task on the contact. Few fields (email, name). Two distinct URLs: one in the signature for demos, one in the welcome email. Do not mix them, or sales finds onboarding on their calendar.

Practical examples

1. Put the link in your signature (one host, half an hour)

Open Forms → New → Book an appointment. Internal name “Luca demo”, notify your address. In Content open Bookings: leave yourself as the only host, 30-minute duration, Mon–Fri as pre-filled. If Google is connected, tick Meet; if not, a location or no video and say so in the title (“we will call you”). 60-minute notice. Settings: stay Offline, open Preview, book a slot on your Gmail. Check that the appointment is on the calendar, the invite arrived, the contact is in the address book. Only then ONLINE and paste the URL in your signature. Do not create a deal on every call: many are exploratory. You open the deal afterwards, or with an automation only if the form has company filled in.

2. Three AEs sharing demos

Same template, but add the three account executives in the block (they need slots in Appointments). Host assignment appears: pick round robin, not “Visitor picks the person”. Same duration and buffers for everyone, otherwise Mokapen has no single rule. If you offer Meet, open the editor and check that no host has the checkbox off: one without Google breaks the call when round robin lands on them. On the page the visitor does not see names — fine if the pitch is the same. If one AE is the only person who covers DACH, drop round robin and go back to “Visitor picks the person”, with a visible label “Anna — German”.

3. Sales + delivery kickoff

The customer has signed and must meet whoever sold and whoever will do the work. Two hosts, collective assignment, 60 minutes, Teams. The slot on the page exists only in hours when both are free: that is intended, not a bug. Do not use round robin “so at least someone shows up”: the customer arrives and delivery is missing. Finish the success page with “you will be on a call with [names]” and test Offline with two real calendars, not an empty preview.

Frequently asked questions

Q: I do not see times on the page.

A: Does the host have slots in Appointments? Are you in range (day/hours of the block), past the notice, inside the horizon, outside lunch, closings and excluded dates? Does the external calendar fill everything? Try a Tuesday in two weeks, not “today in twenty minutes”.

Q: Difference from Book a service or product?

A: Appointment = a person’s time. Service/product booking = a catalog item with duration and seats. Details in the Bookings guide and the service form guide.

Q: Meet is not created / the checkbox is off.

A: The host’s Google integration (all hosts in collective; whoever can be assigned in round robin). Mokapen flags it in the editor. Without the integration leave location or “we’ll call you” and do not promise a link.

Q: Can I mix services and appointments in the same form?

A: A form has one booking type. Two pages, or you change the type in the block knowing that the entity created in the CRM changes too (appointment vs booking).

Q: Do guests become contacts?

A: The main contact is whoever filled email/name. The other emails are participants on the appointment. They do not replace the card.

Q: The form does not accept bookings.

A: It must be ONLINE. Check reCAPTCHA, required fields, the plan’s form cap, the right slug in the snippet, and that preview is not the only page you are using (the Offline eye does not book for real).

Q: Where do I see who booked?

A: Appointments calendar, contact card (form origin), submission log on the contact timeline. Notification emails are the alert, not the archive.