Appointments

Appointments handles scheduling and syncs booked meetings to your CRM. When a prospect books a meeting, graph8 automatically creates or updates the contact, syncs the meeting to your CRM, and assigns the correct owner.

Appointments vs Meetings

These two areas work together, but they are not the same feature:

Feature	Primary Purpose
Appointments	Booking workflow, scheduling events, and CRM sync
Meetings	Reviewing calendar meetings in the Inbox with transcript and follow-up context

Use Appointments when you need to control how meetings are booked and synced. Use Meetings when you want to review what happened in the meeting and what should happen next.

How It Works

The flow:

1. A prospect books a meeting through your scheduling page
2. The scheduling system sends an event to graph8
3. graph8 processes the event — creates/updates contacts and syncs to your CRM
4. The meeting appears in your CRM with the correct contact associations

This runs automatically in the background for every booking.

Appointment Events

graph8 processes four types of scheduling events:

Event	What Happens
Booking created	New meeting booked — contact created/updated, meeting synced to CRM
Booking updated	Meeting details changed — CRM meeting updated
Booking canceled	Meeting canceled — CRM meeting marked as canceled
Booking rescheduled	Meeting moved — original marked as rescheduled, new meeting created in CRM

Reschedule Handling

Reschedules are handled differently by CRM:

• HubSpot / Pipedrive — the original meeting is updated to “rescheduled” status and a new meeting is created
• Salesforce — a new meeting is created (Salesforce doesn’t reliably support finding and updating the original)

Contact Creation

When a booking comes in, graph8 automatically processes the attendees:

• Creates new contacts if they don’t exist in your database
• Updates existing contacts with any new fields (phone number, name)
• Processes guests from the booking response (additional attendees)
• Skips the host — the meeting host is treated as the owner, not a contact
• Deduplication — prevents creating duplicate contacts

CRM Sync

Meetings are synced to your connected CRM:

CRM	Capabilities
HubSpot	Create meetings, update on reschedule/cancel, associate with contacts
Salesforce	Create meetings, associate with contacts
Pipedrive	Create meetings, update on reschedule/cancel, associate with contacts and attendees

Each synced meeting includes:

• Title and description
• Start and end times
• Location and meeting URL
• Contact associations
• Owner assignment
• Booking UID for tracking reschedules and cancellations

Owner Assignment

Control how meeting owners are assigned in your CRM:

Mode	Behavior
Use host as owner	The meeting host becomes the CRM owner — no fallback if host isn’t found
Use default owner	Try the host first, fall back to a configured default owner

Configure owner assignment per CRM integration in Settings → Integrations.

Settings

Appointment settings are configured per CRM integration:

Setting	What It Controls
Entity type	Whether to create contacts, leads, companies, or deals from bookings
Field mappings	Map booking fields to CRM fields
Owner assignment mode	How meeting owners are determined
Default owner	Fallback owner when host can’t be matched

Tip

Connect your CRM before your first appointment goes live. When meetings sync automatically, your sales team sees booked meetings in their CRM without any manual data entry.

Next Steps

• Connections → — Set up your CRM integration
• Meetings → — Review meetings and transcript context in the Inbox
• Web Chat → — Let visitors book meetings from chat
• Sequencer → — Link sequences to appointment outcomes