P
PepoSmart Docs

Events & Booking

An event is a bookable meeting type — a 30-minute intro call, a product demo, a phone consultation. You define it once (name, length, where it happens, what you need to know), and PepoSmart gives you a public booking page where invitees pick a time and schedule themselves. This guide covers creating events, the booking page, custom questions, guests, and adding people to meetings that are already scheduled.

Creating an Event

  1. Go to Events from the sidebar
  2. Click Create Event
  3. Fill in the event details:
    • Name / Title: What invitees see when booking. Required, up to 100 characters.
    • Description: Explains what the meeting is for. Required, up to 500 characters.
    • Duration: How long the meeting lasts, in minutes.
    • Meeting location: Where the meeting happens — pick at least one (see below).
    • Event privacy: Private or Public.
  4. Click Save to create the event

Private vs. Public

Public events are listed on your public profile and are exposed through the API for others to discover. Private events are hidden from that public listing but can still be booked by anyone you share the direct link with. New events default to Private.

Meeting Location Options

You can offer one or more of the following locations on a single event:

  • Zoom — requires Zoom connected.
  • Google Meet — requires both Google Meet and Google Calendar connected.
  • Microsoft Teams — requires Microsoft Teams connected.
  • Phone — either you call the invitee or the invitee calls you (no integration needed).
  • In-person meeting — you provide a venue and optional address (no integration needed).
  • Ask invitee — the invitee tells you where they'd prefer to meet when they book.

Note

If you choose a video location without its integration connected, saving the event is blocked. Connect the required integration first — for example, Google Meet needs both Google Meet and Google Calendar — then save again.

Tip

Offer more than one location and the booking page shows invitees a picker so they can choose the one that works best for them.

Editing an Event

  1. Go to Events
  2. Open the event you want to change
  3. Update the name, description, duration, location, privacy, or other settings
  4. Click Save to apply your changes

Editing an event only affects new bookings. Meetings that are already scheduled keep the settings they were booked with.

Deleting an Event

  1. Go to Events
  2. Open the event you want to remove
  3. Choose Delete Event and confirm

Note

Deleting an event does not send cancellation emails to people who have already booked. Past, completed meetings are preserved in your Meetings history. Cancel or reschedule any upcoming meetings before deleting so invitees are properly notified.

Custom Invitee Questions

Beyond the default name and email, you can ask invitees for anything you need at booking time. In the event editor, open the Invitee questions section:

  1. Click Add question
  2. Type the question text (this is required — a question with no text can't be saved)
  3. Pick an answer type: One Line, Multiple Lines, Radio Buttons, Checkboxes, Dropdown, or Phone Number
  4. For Radio, Checkbox, and Dropdown questions, add the answer options
  5. Toggle Required if invitees must answer it
  6. Use the arrows to reorder questions, or the status switch to turn one on or off
  7. Click Save changes to apply, or Cancel to discard your edits

In the same section you can choose whether to collect a single Name and Email or separate First name, Last name, and Email fields.

Allowing Guests

Turn on Allow invitees to add guests in the event's invitee settings to let the person booking bring others along. When enabled, the booking page shows an Add Guest button so the invitee can enter additional guest email addresses (up to 10). Every guest receives the confirmation email and is added to the calendar invite.

The Public Booking Page

Each event has a public page at /book/<username>/<eventId>. Invitees don't need an account to book. On this page they:

  1. Pick an available date, then an open time slot (times shown in their own timezone)
  2. Enter their name and email
  3. Add guest emails, if you allow guests
  4. Choose a location, if the event offers more than one
  5. Answer any custom questions you configured
  6. Confirm and schedule the meeting

Available slots come from the hosts' Availability and are automatically filtered against existing bookings and connected calendars, so invitees never see a time that would double-book you.

After booking, both you and the invitee receive a confirmation email. For video and phone meetings this includes the join link or phone details, an add-to-calendar link, and reschedule and cancel links the invitee can use to manage the meeting themselves.

Tip

Invitees can reschedule straight from the reschedule link in their confirmation email — they pick a new time and the original booking is cancelled automatically.

Adding a Guest to a Scheduled Meeting

Sometimes you need to bring another person into a meeting that's already on the books. From the meeting's detail page, a host can add another invitee by email:

  1. Go to Meetings and open the meeting's details
  2. Add the new guest's email address

The guest is then:

  • Added to the meeting's calendar event (Google or Outlook) as an attendee
  • Emailed the full meeting details — join link, add-to-calendar, and reschedule/cancel links — the same confirmation the original invitee received

You can add up to 20 guests this way, and you can't add guests to a meeting that has already ended.

Team Events

Events can be hosted by more than one person. Assign several team members as hosts and PepoSmart pools their availability, distributing bookings among them (round-robin) so the load is shared. Each host needs the event's required video integrations connected to be eligible.

See Teams for setting up your team, host permissions, and assigning hosts to an event.

Need Help?