Bookings, calendar invites, reminders, and meeting notes all stay in one place. Your clients see your firm's branding only. Zocks stays invisible.
Scheduling is available on the Ultimate plan.
Before you start
You need 3 things to use Scheduling:
A Zocks account on the Ultimate plan
A connected Google or Outlook calendar
A meeting platform (Zoom, Google Meet, or Microsoft Teams) if you meet online
Already connected your calendar? Scheduling needs permission to create calendar events. If you connected your calendar before Scheduling launched, Zocks will ask you to reconnect it once. Go to Profile → Scheduling Integrations → and then click Reconnect where applicable.
For Microsoft Outlook Calendar, it might be needed for your admin to approve the integration. For more info, click here.
Key concepts
The 3 types of booking
Every booking starts in one of 3 ways:
Client self serve. The client books through a user's public booking page, the embedded website widget, or a shared link. The client picks the time.
Manual booking. You create the booking yourself, from the Scheduling menu or from a contact record. Book the exact time directly, or send the client a booking link.
AI Assistant suggestion. Your AI Assistant suggests bookings from your past meetings. If a client agreed to meet again, the suggestion appears with its context. You approve or reject it.
All 3 land in the same place: the Scheduling menu. One pipeline, no matter where the booking started.
What is a booking?
A booking is a meeting request moving toward a scheduled meeting. Every booking follows the same path, no matter how it starts:
A booking is created. Your AI Assistant suggests it, you create it, or a client books through your page.
The booking appears in the Scheduling menu.
Zocks creates the calendar event and sends the confirmation email.
Reminder emails go out before the meeting, based on the event settings.
After the meeting, your notes and follow up appear in Past meetings.
What is a booking event?
A booking event (also called an event type) is a reusable template for a kind of meeting. Examples: a 30 minute intro call, a 60 minute annual review, a planning session at your office.
The booking event controls everything about how that meeting gets booked:
How long the meeting is
Where it happens
When clients can book it
Whether it needs your approval
Which reminder emails go out
How your AI Assistant handles the notes and follow up afterward
Booking events are shared across your account. Every user books with the same set of events. Users set their own availability within them.
How booking events connect to meeting types
Every booking event maps to a Zocks meeting type. This mapping is what makes Scheduling more than a calendar tool.
The meeting type tells your AI Assistant:
Which summary template to use for the meeting notes
How to structure the notes
Which follow up email template to draft
Example: a booking made with your "Annual review" event produces annual review notes and an annual review follow up. No extra setup after the meeting.
Booking event settings
Account admins manage booking events under Settings → Scheduling → Event types.
Create an event with the essentials: name, duration, and location. Open the event editor to manage everything else. The editor shows all settings for the event in one place. Click the edit icon in the editor's sidebar to change the basics.
Basics
Setting | What it does |
Name | The name clients see when they book. Example: "Annual review". |
Duration | How long the meeting lasts. |
Location | Where the meeting happens: Zoom, Google Meet, Microsoft Teams, or in person. |
Status | When active, everyone in your account can add this event type to their booking page. |
Advanced settings
Setting | What it does |
Connected meeting type | Tells your AI Assistant how to take notes for this meeting. |
Client-facing text | Shown to clients on the booking page below the event type name. |
Availability | The hours this event can be booked. Set specific weekly hours for the event, or choose Use each user's default hours to follow every user's own schedule. |
Buffer time | Free time Zocks keeps before and after the meeting. Use it for prep and follow up work. |
Breaks | Blocks inside your bookable hours where no meetings can land. |
Minimum notice | How close to the start time clients can book. Example: with 24 hours notice, no one can book tomorrow morning at 11 pm tonight. |
Booking window | How far ahead clients can book. Example: 60 days means clients see no dates beyond 2 months out. |
The booking window belongs to the event, not to your account. Different events can have different windows. A short intro call can be bookable 90 days out while an annual review only opens 30 days ahead.
User controls
User controls let you decide which Scheduling settings each user can manage on their own. Set account-wide rules for booking approvals, automations, locations, and teammate sharing from one page.
Changes here apply to everyone on the account.
Find User controls
Open Scheduling settings.
Select User controls from the side menu.
How these settings work
Most controls give you two ways to set them:
Lock the setting account-wide. Pick a single rule and it applies to everyone. Options like Always require, Never require, Off, and On work this way.
Let users choose. Pick Users decide and each user sets their own rule for their bookings.
The Locations and Collaboration settings work a little differently. See those sections below.
Approval rules
Booking approval
Set whether bookings need approval before confirmation emails go to clients.
Option | What it does |
Always require | All bookings wait for advisor approval. |
Never require | All bookings confirm automatically. |
Users decide | Each user sets their own rule. |
Reschedule approval
Set whether reschedule requests from clients need approval before the new time is confirmed.
Option | What it does |
Always require | All reschedules wait for advisor approval. |
Never require | All reschedules confirm automatically. |
Users decide | Each user sets their own rule. |
Automations
Automatic invites after meetings
Set whether Future Meetings sends a calendar invite automatically. Invites send when a meeting has a set time and you're available according to your calendar.
Meetings without an invite wait under Opportunities in Scheduling.
Option | What it does |
Off | Invites don't send automatically. |
On | Invites send automatically. |
Users decide | Each user sets their own rule. |
Locations
Allow users to manage their own locations
Turn this on to let users create and edit their own locations.
When it's off, users can still pick account locations and defaults. They can't create or edit their own locations.
Collaboration
Share bookings between teammates
This sets the account default for sharing bookings between teammates.
To change it, go to Collaboration settings.
Reset to account defaults
Changed a setting and want to go back? Each section offers Reset to account default. This returns the setting to the value your account admin set.
Who controls what: account, user, and profile settings
Scheduling settings live on 3 levels. Each level has a clear owner.
Account level: the Setup page, managed by admins
Account admins control everything clients can see and everything that should stay consistent across the firm. The Setup page covers:
Public booking page: firm logo, brand color, booking page preview, and the public booking links for each user
Booking events: creating and editing the shared event types everyone books with
Booking rules: account defaults for approval, automations, and follow up reminders
User controls: what users can manage themselves, and sharing settings
Email templates: the wording of confirmation and reminder emails. Templates are set per account. Contact your Zocks representative to adjust them.
User level: your schedule, under your profile
Each user manages their own:
Default availability: your weekly bookable hours. Every booking event set to "use each user's default hours" follows this schedule.
Default location: your default place for in person meetings.
Open your profile and go to Scheduling settings to set your hours.
Profile level: your personal connections
Calendar connection: Select a primary calendar - this is where your bookings land, and it's the source of truth.
Video platform: your preferred meeting platform (Zoom, Google Meet, or Microsoft Teams)
Profile picture: your photo, shown on your booking page if your account allows it
What users see of account settings
Users can open the Setup page without edit rights. Every section shows as view only. Ask an account admin to make changes.
Where your branding comes from
Your booking pages and emails are white label. They show your firm, not Zocks. Here's where each element comes from.
Firm logo
An account admin uploads the logo on the Setup page, under the public booking page section. A live preview shows how the logo appears on your booking page. The logo appears on every user's page.
Brand color
The brand color is set in the same place, by an account admin. It's required. The color is applied across the booking page so it matches your firm's identity.
Profile pictures
Profile pictures come from your Zocks profile. Scheduling doesn't use a separate photo.
Go to Account → Profile settings.
Upload a photo. Drag a file onto the upload area or click to browse.
Your booking page updates with your new picture.
Account admins choose whether profile pictures show on booking pages at all. This keeps every page consistent.
Booking page address
Zocks creates an address for each user, for example: booking.zocks.io/your-firm/jane-smith. Account admins can edit the address. Find every user's public booking link on the Setup page.
Changing a booking page address breaks links you have already shared. Update your website and email signatures after any change.
Book a meeting
Bookings start 3 ways: clients book themselves, you book manually, or your AI Assistant suggests one. This section covers the manual and suggested paths. For client self serve, share your booking page. Find your page address in "Where your branding comes from".
There are 2 manual ways to book, and they work differently. Pick based on one question: do you already know the meeting time?
You know the time: book it directly
Use this when you and your client have already agreed on a time, on a call or in person.
Click Schedule a meeting in the Scheduling menu, or open the client's contact record and click Schedule a meeting there.
Pick the client and the booking event.
Pick the exact date and time. Override the location or time zone if needed.
Click Book meeting.
The meeting is booked immediately. No approval step, no waiting. Zocks creates the calendar event and sends the confirmation email to your client. The booking goes straight to Scheduled.
You don't know the time: send a booking link
Use this when the client should pick the time.
Start a booking for the client and choose to send a booking link instead of picking a time.
Zocks creates a personal link for that client, tied to the booking event you chose.
Send the link. The client opens it, sees the meeting details, and picks a time. They don't need to enter their details. The link already knows who they are.
Until the client picks a time, the booking waits in Booking links. When they book, it moves to Scheduled instantly or waits for your approval, depending on the event's settings.
Client stopped responding? Open the booking in Booking links and choose Archive. Archiving disables the link. The client can't book through it later.
Accept a suggestion from your AI Assistant
After a meeting, your AI Assistant checks the conversation for follow up plans. If a client agreed to meet again, a suggested booking appears in the Scheduling menu with the context that triggered it. For example: "Client asked to review the portfolio in 2 weeks."
Open the Suggested queue in the Scheduling menu.
Review the suggestion and its context.
Click Approve to start the booking or Reject to dismiss it.
Nothing sends without your approval. You review every email your AI Assistant drafts.
Client self serve: they book, you stay in control
Clients book on their own through your public booking page, your embedded website widget, or a link you've shared. They pick a time and enter their name and email.
You control the experience through the booking event's settings: available hours, minimum notice, booking window, and whether the booking needs your approval.
How the approval flow works
Approval gives you control over who gets on your calendar. It's set per booking event. Auto-confirm intro calls while reviewing every annual review request.
When approval is on
A client picks a time on your booking page or through a booking link.
Zocks holds the time. The requested slot and its buffers are blocked immediately. No one else can book it while you decide.
The request appears in Action required in your Scheduling menu.
You review the request and its details.
You decide:
Approve: the booking is scheduled. Zocks creates the calendar event and sends the confirmation email.
Decline: the request closes and the held time is released. The slot becomes bookable again.
If you don't act, the request expires after its holding period and the time is released.
When approval is off
The booking is scheduled the moment the client picks a time. The calendar event and confirmation email go out immediately.
What never needs approval
Bookings you make yourself. Booking a time directly for a client skips the approval gate. You made the decision by booking it.
Suggested bookings you approve. Approving your AI Assistant's suggestion is the approval.
Approval and your AI Assistant's suggestions are separate
The Scheduling menu keeps 2 queues apart on purpose:
Suggested: ideas from your AI Assistant. Nothing has been sent to the client. Approving here starts the booking.
Action required: real client requests waiting on your decision. A client is waiting on the other side. Approving here schedules the meeting.
Manage your bookings
The Scheduling menu shows every booking in one place, split into clear groups:
Suggested: bookings your AI Assistant proposes. Approve or reject them.
Action required: client requests waiting on your approval.
Booking links: booking links waiting on your client to pick a time. Archive a booking here to disable its link.
Scheduled: every booking that has a calendar invite.
After a meeting ends, find your notes and follow up in Past meetings.
What your clients receive
When a booking is scheduled, your client receives:
A calendar invite created through Google Calendar or Outlook. This is a real calendar event, not an attachment.
Reminder emails before the meeting, with a link to reschedule
The booking page itself shows the meeting context. Clients see what they are booking and why, not just a calendar grid.
Cancel or reschedule a meeting
Clients can cancel or reschedule from the link in their confirmation and reminder emails.
When a client reschedules:
The original calendar event updates or cancels
A new confirmation email goes out
The booking updates in your Scheduling menu
You can also cancel or rebook any meeting from the Scheduling menu. Zocks keeps your calendar and your bookings in a two-way sync. If you move a scheduled event in your calendar, Zocks respects the change: it treats the move as a reschedule and protects the new time.
Troubleshooting
Clients can't see available times
Check 3 things:
Your calendar is connected. Go to Settings → Integrations.
Your default availability covers the times clients expect.
The booking event's minimum notice and booking window allow the dates clients are trying.
Zocks also respects the availability from your integrated CRM calendars.
Zocks blocks times where your calendar already has an event, such as meetings, holds, and out of office events. Events with available or free status don't block booking for those slots. Pending approval requests also hold their slot until you decide.
My booking page shows an error
The page address may have changed. Check the current address on the Setup page and update any shared links.
Calendar invites aren't sending
Your calendar connection may need updated permissions. Go to Profile → Scheduling → Integrations and reconnect your Google or Outlook calendar. This is a one time step for accounts connected before Scheduling launched.
My profile picture isn't showing on my booking page
Check 2 things:
Your Zocks profile has a photo. Upload one under Account → Profile settings.
Profile pictures are turned on for booking pages. This is an account setting, so ask an account admin.
A client booked through an old link
Archive bookings you no longer need in Booking links. Archiving disables the link.
I downgraded my plan and have active bookings
Scheduling requires the Ultimate plan. Your scheduled bookings stay on your calendar. You can't create new ones until you upgrade again.