Pro Feature: This functionality is available on the Pro plan. You can find more information here: How to update and manage your WeTravel subscription?
Connect your Google or Microsoft calendar to the CRM to schedule and manage meetings and notes all in one place — eliminating back-and-forth and the need for separate scheduling tools.
To get started, navigate to CRM > Calendar Settings and connect your Google or Microsoft calendar:
🚨 If you see a "Need admin approval" screen, your organization's Microsoft admin needs to approve WeTravel first.
Here's what they'll need to do:
Sign in to Microsoft with an administrator account.
Grant the WeTravel app permission to access the calendar (the publisher should show as WeTravel Inc.).
Accept the request.
Once approved, come back and try connecting your calendar again.
Once connected, your primary calendar and any linked secondary calendars will appear. If you have multiple calendars, select which ones to include for availability, and choose which calendar new meetings should be added to.
You can also disconnect your calendar from this section at any time by clicking Disconnect in the top right.
Note: Your availability is calculated across all selected calendars, ensuring travelers can only schedule times when you're completely free.
Under Event details, set the meeting title, description, and duration. You can choose to automatically generate a video call link for each invite, use your own link (e.g., Zoom), or skip adding a video call link.
Note: Video call links for Microsoft Teams are only available if you are connected to a work account. Personal Outlook accounts cannot generate Teams links. If you are using a personal account, you will need to manually add your own video meeting link—otherwise, no video link will be included.
Under Availability, set your timezone, along with the specific days and hours you're available for meetings:
Note: The default time zone is set to UTC. Be sure to update this to your local time zone, or your availability will continue to be displayed in UTC.
In your Scheduling settings, you can configure:
Buffer time — Free time before or after each event to prevent back-to-back meetings.
Minimum notice — The shortest notice you'll accept before a meeting. Travelers can't book a time sooner than this.
Scheduling window — How far in advance travelers can schedule. They can't pick a time beyond this window.
Lastly, in the Meeting link section, enable scheduling and share your link with travelers so they can schedule time with you. If you need to pause new schedules without changing your link or other settings, toggle this option to 'No'.
The scheduling experience
Once you share your meeting link, travelers can select any available day and time — no login required.
The traveler enters their full name and email address, which is where the calendar invite will be sent:
Once scheduled, the meeting is automatically added to your calendar, including your selected video link (Google Meet, Teams, or custom).
Both you and the traveler will receive a confirmation email with the link, and the traveler can add the event to their own calendar. A reminder is sent 30 minutes before the meeting, in addition to any default reminders set on your calendar.
The meeting also appears in the CRM activity and is linked to the relevant contact and opportunity.
Notetaker
When a video meeting is scheduled through the Calendar Scheduler, an AI notetaker is added to the call.
How it works
When the meeting starts, a notetaker bot named "Meeting Notetaker" joins and waits in the lobby until admitted to start recording.
After the meeting, the bot automatically leaves, and a downloadable transcript and summary are added to the CRM contact and opportunity.
The summary highlights key points, such as decisions made, and any action items with assigned owners and deadlines mentioned during the call.
How it looks in the CRM
Important things to keep in mind
The notetaker works only for video meetings scheduled through the Calendar feature, and only with Google Meet, Teams, and Zoom links.
It's on by default for every scheduled meeting, and it will leave after 2 minutes of complete silence. If you click "Deny" in the lobby, the notetaker will not enter, and no notes will be taken. If removed mid-call, it retains the transcript up to that point.
If "No video call" is selected in your Calendar Settings, or if the meeting has its own bot, the notetaker will not join.
If the event is moved in the calendar, the notetaker bot moves with it.
If the video link is changed directly in your calendar, the bot will still attempt to join the original link.
If the event is deleted, the notetaker bot's attendance is canceled.
Frequently Asked Questions
Will my team members have access to the Calendar Scheduler and Notetaker?
Yes. Each team member connects their own calendar and gets their own scheduling link. Additionally, anyone on your team with view access to the CRM can view summaries and download transcripts.
Can the traveler or I reschedule or cancel a meeting?
As the organizer, you can edit or cancel a meeting directly from your own calendar. This change syncs back to WeTravel automatically. However, the CRM's "Meeting scheduled" card will currently keep the original time, and canceled meetings will still be displayed.
Travelers cannot modify or cancel meetings themselves. They can reply to the invite or contact you directly to request changes.
Can multiple travelers book the same date and time?
No, the slot is held for 10 minutes while they fill in the form, preventing other travelers from booking the same slot.
Does connecting a calendar change my CRM email settings?
No. The calendar connection only requests calendar access, and connecting or disconnecting it leaves your email sync unchanged.
Can travelers see my calendar with other meetings?
No. Travelers can only see your available time slots.
Can I add or edit the form questions that a traveler has to complete when scheduling a meeting?
Not at this moment. If you have any suggestions, please send them to info@wetravel.com.
What happens if I disconnect my calendar?
Travelers won't be able to schedule a new slot until you reconnect your calendar. Meetings already scheduled remain on your calendar, and their transcripts and summaries will continue to sync to the CRM.
What happens if I downgrade to Basic?
The transcripts will remain available in the CRM, but the Calendar Scheduler feature will be disabled until you upgrade back to Pro.
Please contact us if you have any other questions. We will be happy to help!