Scheduling a meeting from a client profile

Every meeting in Prospo is linked to a client, their contacts, and the advisers attending. These are set in the meeting scheduler and determine who receives calendar invites and who appears on the meeting record.

Selecting a client and contacts

Start by typing in the Client field to find and select the right client. Prospo will automatically load the contacts linked to that client.

From there, select one or more contacts who will attend the meeting. At least one contact is required. If the client has a primary contact they will be pre-selected for you. You can add multiple contacts and remove any by clicking the x on their chip.

If you switch to a different client, the contacts field clears and loads the new client's contacts.

If the client has no contacts yet, a small form appears inline so you can create and link one without leaving the scheduler.

Selecting advisers

Prospo adds you as an adviser automatically when the form opens. You can add more by searching by name or email, and remove anyone by clicking the x on their chip. The field is optional and defaults to you if left empty.

For Teams and Zoom meetings, each selected adviser receives a calendar invite with the join link. For PC / Microphone meetings no invites are sent and advisers access the meeting record directly in Prospo.

Scheduling from a client profile

You can schedule a meeting directly from a client's profile page. This pre-fills the client field automatically so you don't need to search for them manually.

Steps

1. Go to Clients in the sidebar and click on the client you want to schedule a meeting for.
2. On the client profile, click Schedule Meeting. The meeting scheduler opens with the client already selected and their contacts loaded.
3. Since the client is pre-filled, start from the Contacts field and fill in the remaining details.
4. Click Schedule Meeting. The meeting is created and linked to that client.

Uploading a past meeting from a client profile

If you need to add a meeting that has already taken place, click Upload Meeting Manually next to the Schedule Meeting button. This opens the same form with an additional file upload field where you can attach an existing audio or video recording.

Supported formats:

• Audio files
• Video files
• .vtt (transcript)
• .json

Using Calendly to schedule

If your organisation uses Calendly, you can send a booking link to a client's contacts instead of scheduling at a fixed time:

1. Open the meeting scheduler from the client profile.
2. Switch the scheduling method from Manual to Calendly.
3. Select the Calendly event type from the dropdown.
4. Click Send Invitation.

Prospo emails the Calendly booking link to the selected contacts. Once they book a time, the meeting is automatically created in Prospo.

Calendly must be connected first via Settings - Integrations.