# Schedule meetings, video calls, and follow-up check-ins

Create a contact meeting, request Google Meet and email invitations, understand the contact owner's calendar approval, and record the outcome.

Canonical: https://docs.lead-knight.com/en/contacts/meetings/


## What this is for

Schedule a meeting from a contact and keep its time, place, calendar status and outcome together in the CRM. A video meeting can request a Google Meet link and an invitation to the contact's saved email address.

Saving a CRM meeting is not proof that Google Calendar has synchronized, a Meet link has been generated, or an invitation has arrived. Check the meeting card's calendar status and join link separately.

## Before you start

- Open **Contacts**, select a contact, and open **Communications**.
- You need meeting write access. Read-only access, private meeting information or a frozen contact can prevent changes.
- Google Calendar actions use the contact owner's calendar, not whichever teammate happens to create the meeting. The owner needs a connected calendar for synchronization.
- To invite the contact from the video meeting form, save a valid **Email** on their contact card first. A phone number alone is not an invitation address.
- Check the date/time on your device. The meeting form interprets the entered time in your browser's local time zone; meeting cards display dates in the workspace time zone.

## Create a meeting

1. In **Communications**, click **Schedule meeting**. The form opens with **Type** and meeting details.
2. Choose **In person**, **Phone**, or **Video call**. In Nadlanite, **Property visit** is also available. The default for a new meeting is **In person**.
3. Fill **Title**, up to 120 characters. Add **Place** if useful, up to 200 characters; it is optional.
4. Set **Start** and **End**, including both dates and times. The end must be later than the start.
5. Fill any additional meeting fields configured by your workspace. Their labels and available choices depend on the workspace, not on a fixed set in this guide.
6. For **Video call**, review **Create a Google Meet link** and, if an email is saved, **Send an invitation to the contact**. Both are selected by default for a new video meeting. Leave selected only what you intend to request.
7. Click **Save**. The form closes after the CRM record is saved. An upcoming, unchecked meeting appears under **Meetings**; a past or checked-in meeting appears in **History**. Check its calendar status before assuming the calendar-side action succeeded.

## Video calls and invitations

- **Create a Google Meet link** requests a conference link through Google Calendar. It does not generate a link independently of calendar synchronization.
- **Send an invitation to the contact** appears only when the contact has an email. The invitation uses that saved address; the form does not offer a separate recipient entry box.
- Without an email, the UI does not request an invitation. Add the email to the contact and reopen the meeting editor if an invitation is needed.
- Meet-link creation and invitation are separate choices, available for **Video call**. Other meeting types do not retain these video options.
- Once a Meet URL is available, the card shows **Join**, which opens the link in a new tab. A saved video meeting without **Join** does not yet have an available link.

## Understand the owner's Google Calendar

### When you own the contact

Meetings synchronize automatically when your calendar is connected; the meeting form has no per-meeting calendar opt-out. Look for **On Google Calendar**, **Syncing with Google Calendar**, **Not on Google Calendar**, or **Google sync failed** on the card.

For an eligible unsynced meeting, open **Actions** and choose **Add to calendar again** when offered. A pending or synchronized meeting does not offer this same retry action.

### When a teammate owns the contact

Creating a meeting for someone else's contact can save it in CRM without immediately adding it to their calendar. If their calendar is connected, the system creates an owner-approval request. The card shows **Waiting for {owner}'s approval**, with the owner's name.

A change to the time of an already calendar-linked meeting also requires owner approval; the requested time is shown alongside the waiting badge, rather than silently moving their calendar event. The contact owner can review the request and choose **Approve** or **Decline**. Only that owner can decide it.

Where offered, **Request adding to {owner}'s calendar** requests calendar addition rather than bypassing approval. If the owner has no connected calendar, a teammate's calendar connection does not replace it.

## Edit or document a meeting

1. Find the card under **Meetings** or **History**, open **Actions**, and choose **Edit**. The **Edit meeting** form opens with the saved details. Change the relevant fields and click **Save**. Calendar approval rules still apply.
2. After the meeting's end time, find it in **History** with **Awaiting check-in**. Select 1–5 stars and optionally enter **Summary**.
3. Click **Check-in** if the meeting happened. A held meeting requires a rating; the saved card shows the outcome and rating. Alternatively choose **We didn't meet**. That outcome saves without a rating, even if stars were selected before clicking it.
4. To correct a saved outcome, use **Actions** → **Edit check-in**. **Tell the assistant more** opens the assistant with a drafted question about the meeting; it does not send that draft automatically.

**Delete** in the meeting's **Actions** menu removes the meeting record when your permissions allow it and requests removal of its linked calendar event. This is different from a calendar-addition or time-change request; use it only when the meeting itself should be deleted.

## Nadlanite property visits

For **Property visit**, the form adds **Property for visit**. Use the search field and select the relevant property; choices include the address, city when available and seller name. The property link is optional. The server rejects linking a seller's own contact as the visitor to their own property. Record the viewing on the visiting contact instead.

## If something goes wrong

| What you see | Why it happens | What to do |
|---|---|---|
| **Missing:** | Title, start or end is missing or a date/time is invalid | Complete **Title**, **Start** and **End** |
| **End time must be after the start time** | End is equal to or before start | Correct the date and time, including the end date for an overnight meeting |
| No invitation checkbox | The contact has no saved email, or the type is not **Video call** | Save the contact's **Email** and choose **Video call** |
| No **Join** after saving | A Meet URL is not available yet | Check the owner's connection, calendar status and any waiting approval; do not assume a link was created |
| **Not on Google Calendar** or **Google Calendar is not connected** | The required owner's calendar is unavailable or the event cannot be synchronized there | Ask that owner to connect or review their calendar, then use the offered retry/request action |
| **Waiting for {owner}'s approval** | A teammate requested addition or a time change | Ask the contact owner to review the request; do not create duplicate meetings to bypass it |
| **Google sync failed** | The calendar-side action failed although CRM may have saved | Review the connection and retry through **Actions** when offered |
| Check-in refuses a rating-free held meeting | A held meeting needs 1–5 stars | Choose stars and **Check-in**, or use **We didn't meet** only if it did not happen |
| Meeting controls are absent or disabled | You lack meeting write access or the contact is frozen | Ask the contact owner to review access |

## Related pages

- [Contacts and CRM overview](https://docs.lead-knight.com/en/contacts/overview/)
- [Communication history](https://docs.lead-knight.com/en/contacts/communication-history/)
- [Calendar overview](https://docs.lead-knight.com/en/calendar/overview/)
- [Account settings](https://docs.lead-knight.com/en/account/overview/)