Scheduling & forms

Let clients book time

Choose Scheduling → New meeting type. A meeting type is one kind of appointment a client can book — a 30-minute intro call, an on-site walkthrough. Set its length, the days and hours you offer it, and where it happens.

Your booking page is the public link that lists everything you have published: a client picks a meeting type, sees the times you are genuinely free, and books one. Each meeting type also has its own direct link if you would rather send just that. Clients always see times in their own timezone, and Cygnetree subtracts existing bookings and your own calendar's busy blocks before offering anything.

Connect Google Workspace or Microsoft 365 in Settings → Integrations to create a private Meet or Teams link. Use Test connection whenever you want to verify the profile immediately. Cygnetree also monitors connected profiles and marks one that needs attention instead of silently claiming it is ready.

Provider-neutral iCalendar remains available without an upgraded plan: paste a private availability feed so Cygnetree avoids its busy times, then subscribe your calendar to Cygnetree's booking feed so confirmed appointments appear there. iCalendar subscriptions are one-way in each direction; edits made in the external calendar do not change Cygnetree bookings.

If a provider cannot create a private meeting link, the booking still succeeds and appears under Scheduling → Upcoming bookings with Link needs attention. Reconnect the calendar if needed, then choose Retry. The repair is idempotent and does not create another Cygnetree booking.

Handle holidays and reminders

Open a meeting type's Date overrides to close a holiday or replace your regular hours for one date. The override belongs only to that meeting type, so an intro call can be closed for a day without touching a separate on-site walkthrough. Weekly hours is the recurring pattern everything else follows.

Enter up to five comma-separated reminder times in hours, such as 24, 2. Use 0.25 for 15 minutes, or leave the field blank to turn reminders off. Cygnetree sends each reminder through the booking host's permitted email profile and includes the appointment time, non-link location details, and the client's private manage-booking link. Video and reusable HTTPS meeting links open only after the client presses Join meeting on that page. This deliberate action records Join link opened for your workspace without claiming the client attended or understood the meeting; email scanners and browser prefetch do not submit the action. Cancelling or rescheduling skips unsent reminders for the old appointment. Opening that private management page and cancelling from it also produce precise client-engagement events for the workspace. These events never tell the client whether your team opened their booking, join action, or cancellation.

Choose the booking host

Every meeting type names a workspace member as its host. The host's personal sending, calendar, and Meet/Teams selections are used when the workspace allows them. Under Personal optional, a missing personal profile falls back to the workspace default. Under Personal required, the meeting type cannot be published or resumed until the host connects the required profile. Under Workspace only, the shared workspace identity is always used.

Calendar busy time and confirmed Cygnetree appointments are isolated by host, so another team member's calendar does not make you appear unavailable. Existing appointments retain their original host when a meeting type is reassigned. Changing a host runs the same readiness check before a published meeting type is saved. Cygnetree prevents removal of a sending, calendar, or meeting profile while a published meeting type still depends on it, and clears imported busy time when calendar access is removed.

Catch inquiries with a lead form

A lead form is a public link you can put on your website or Instagram. When someone fills it in, Cygnetree creates the person, opens a project in your first stage, and can trigger an automation — like an instant warm reply.

Put a form on your website or in an email

Open a lead form and use Share this form. There are three routes, and they all land in the same place:

• Its own link. Copy it into your bio, a QR code, a proposal, or a text message.
• On your website. Copy the iframe snippet into any HTML or embed block. It is a plain iframe — none of our JavaScript runs on your site, and the form cannot read anything on your page. An optional snippet lets the frame grow with the form instead of scrolling inside; you can read every line of it before you paste it.
• In an email. Email apps block scripts and iframes, so no form genuinely works inside an email. Cygnetree gives you a button that opens the real form instead, and lets you tag where you sent it so the inquiry arrives with its source attached.

Embedded submissions are the same submission: the same spam controls, the same limits, and the same new person and project at the end of it. Questionnaires are not embeddable, because their links identify one specific client.

Ask questions with questionnaires

Questionnaires go to a specific person by email. Their answers attach to their page automatically — no more digging through your inbox for the do-not-play list.

Build one reusable questionnaire with section introductions, short and long answers, email, phone, date, time, number, link, single-choice, choose-several, and confirmation-checkbox questions. Add guidance beneath any question, mark only the answers that are truly required, and order the form the way a client naturally thinks through the event.

Each sent assignment freezes the exact question definitions, so later template improvements affect new requests without rewriting an earlier client's record. Clients can review completed answers in their portal. When you permit corrections, an update creates a numbered revision and preserves the answers it replaced.