Calendars

Calendars is where you set up scheduling: the kinds of meetings people (and Gene's AI) can book, the hours you are available, and the calendar accounts you connect.

Every role can open this page. Everyone sees the Availability and Connections tabs. Managers also see the Meeting Types tab.

Meeting types#

Managers only.

The meeting types table#

Each row is one kind of meeting. The columns are:

• Name and Duration.
• Format: Phone, Video, or In person. A video type that makes a Zoom meeting per booking reads "Video · Zoom".
• Bookable by: AI, People, or AI + People.
• Enabled: a toggle.
• Share: booking link and embed buttons (see below).
• An actions menu: Edit, Delete.

What Gene can book#

An enabled meeting type with Bookable by set to AI or AI + People is one Gene may offer and book for leads. People keeps that type for your team and booking pages. Turning a type off stops Gene from offering it. Set the format and location in that type's editor. If you have no meeting types yet, Gene keeps any older booking preferences until you create one.

Every new workspace starts with a Discovery Call: 30 minutes, Video, bookable by AI + People, round robin, with the description "An online 1-1 session with one of our specialists to get tailored advice and learn about our projects." (leads read it on the booking page and in the invite), a 24 hour minimum scheduling notice and 1 booking per slot. Edit or replace it like any other type.

Warning

Deleting a meeting type stops its booking link immediately.

Create or edit a meeting type#

1. Select New meeting type, or Edit in a row's actions menu.
2. Fill in the fields (see the table below).
3. Optionally set Booking rules and the Video link or Location.
4. For a new type, select Create. It is disabled until a name and a valid duration are set.

Editing an existing type has no Save or Cancel. Every change saves on its own, with a Saving... / Saved marker in the dialog header, and the X closes it. A type cannot lose its name: a blank name reads "Give this meeting type a name." and is not saved.

A teammate with no calendar connected is marked "no calendar" in Assignees, and is offered as free for their whole working window.

Lead's owner first#

Turn on Lead's owner first to book a lead with the teammate who owns them, instead of the next person in the round robin. It only applies when the lead's owner is one of this type's Assignees: the owner is tried first, and if they have no free time the booking goes to the other Assignees. A lead whose owner is not an assignee, or who has no owner, books with the Assignees as usual.

It applies everywhere this type is booked: the times Gene offers in a chat, the booking Gene makes, the booking link Gene sends a lead, and the public booking page. On the shared booking page, a lead already in Gene App is recognised by the email or phone they enter.

Which meeting types Gene uses for a lead#

Gene only offers, books and sends links for meeting types where the lead's owner is one of the Assignees. If the lead has no owner, or their owner is not an assignee of any type, every type is available for them. A type with no Assignees is open to the whole team, so it counts for every owner.

For example, with Team calendars that have everyone except two teammates as Assignees, and Personal calendars that have only those two, a lead owned by one of the two is only ever offered the Personal calendars, and everyone else's leads the Team calendars.

When someone else takes the meeting#

When a booking (made by Gene or on a booking page) goes to someone other than the lead's owner, the lead is moved to the person who took the meeting, conversations included. They do the follow-up, and with Restrict lead visibility on they could not see the lead otherwise. A lead with no owner is assigned as before.

Booking rules#

All optional. Empty means no limit. A new meeting type starts with a 24 hour minimum scheduling notice and 1 booking per slot, like the Discovery Call; clear either box to remove that limit.

• Meeting interval: Use meeting duration, or 15, 30, 45 or 60 minutes.
• Minimum scheduling notice, in hours. Starts at 24 on a new type.
• Date range, in days. This is also how far ahead the AI can look up free times when a lead names a day (14 days when empty, 60 at most).
• Max bookings per day.
• Max bookings per slot: starts at 1 on a new type, so each slot takes one booking.
• Look busy %: hides a share of free slots.

Video link (video types)#

Where each booking's join link comes from:

• Host's meeting tool, new link per booking makes a new link on the host's own Meeting tool: Google Meet unless that host picked Zoom or Microsoft Teams.
• Zoom, new meeting per booking (where Zoom is enabled for your account) makes a Zoom meeting on the host's own Zoom account.
  • A host without Zoom connected gets a Google Meet link instead. The editor names any assignee who has not connected Zoom yet.
  • Moving or cancelling the booking moves or deletes its Zoom meeting too.
• Same link for every booking shows a Meeting link field for one fixed link, such as a personal Zoom or Teams room.

Location (phone and in-person types)#

• In person: where the guest goes. Shown on the booking page, the invite and the confirmation.
• Phone: what the guest is told (for example "We call you on the number you give").

Share a booking page#

People-bookable types have two buttons in the Share column:

• Copy booking link copies the public page's URL to share anywhere (WhatsApp, email signature).
• Embed on website shows a copyable iframe snippet so the booking page can live on your own site.

Add to your website, next to New meeting type, opens a dialog with everything you need to put booking on your site. Pick a meeting type, then copy the direct booking link or the embed code. Leads see your team's photos, the meeting details and live availability. Bookings land in Gene App, which sends the confirmations and reminders. When a lead books, they are added as a guest on the host's Google Calendar event (and shown on the appointment in Gene App), so the host sees who the call is with and Google emails the lead an invite with the join link. The embed shows the booking page inside your own page, without Gene App's page chrome. Only meeting types bookable by People or AI + People appear here.

Availability#

Work hours#

Your own hours, one row per day, Monday through Sunday.

• Each day has a toggle to enable bookings plus a start and end time.
• Weekdays are on by default (09:00 to 17:00). Weekends are off.
• Changes save on their own.
• A day whose end time is not after its start time is flagged, and your hours are not saved until it is fixed.
• Until a host sets their working hours, booking links and AI booking offer them a default of 9:00 to 18:00, Monday to Friday, so booking works from day one. Set real hours and your timezone here to replace it.
• The AI only uses that default once someone in the workspace has connected a calendar or set hours. Before that it offers leads no times: it asks which days and times suit them and hands the conversation to your team to confirm one.
• Gene confirms a lead's timezone before offering times, including when the lead is in your office timezone. It lists times with their full date and books only a slot that is still free within the host's working hours on that date. If no slot fits, it asks the lead to choose another time.
• Work hours only say when you are free. Enabled meeting types with Bookable by set to AI or AI + People decide which meetings Gene App may book.

Meeting tool#

The video tool your online meetings use, whether Gene books them for you or a lead books on a booking page: Google Meet, Zoom or Microsoft Teams. Each person picks their own, it is not a workspace setting.

• Connecting Google Calendar sets it to Google Meet if you have not picked a tool yet. You can change it afterwards.
• Zoom and Microsoft Teams appear once you have connected Zoom or Outlook on the Connections tab, because only a connected account can make their links.
• With nothing connected the picker reads No video link.
• If the tool you picked is no longer connected, the card tells you to connect it on the Connections tab.
• A meeting type set to Zoom or Microsoft Teams (Meeting Types tab) still uses that tool for its own bookings.
• Saves on its own.

Preferred meeting format#

Managers only. Applies to the whole workspace. A dropdown: No preference, In person, Video or Phone. When a lead wants to meet, Gene suggests this format first, among the meeting types it can use for that lead (see Which meeting types Gene uses for a lead). It saves on its own. An older answer written as a sentence stays shown in the dropdown until you pick an option.

Timezone#

A searchable timezone picker (for example America/Los_Angeles). Defaults to your browser timezone.

Your AI sales agent also reads it: the timezones of everyone's working hours are the timezones Gene tells leads your team works in, and what it uses to say when they will hear back after a handover. It never names a city for the team.

Auto-fill from calendar#

Appears when your Google Calendar is connected. It reads your last 4 weeks of events and suggests daily hours from them. If you already set hours, it asks before replacing them.

Work hours for a teammate#

Managers only. Use Work hours and meeting tool for to pick a teammate. Their work hours, timezone and meeting tool open on this tab and you can change them like your own: each change saves on its own, to their hours (the line beside the picker says whose). Switching to another person first saves any change still waiting.

Connections#

Connected calendars#

Provider tiles to connect or disconnect your own accounts. Each tile shows a connect or disconnect button, and the full account email once connected (a long address wraps onto the next line instead of being cut off).

• Google Calendar + Meet is one connection. It is your calendar, and it is also what makes the Google Meet link for your video meetings.
• Outlook + Teams and Zoom have tiles too, where they are enabled for your account. Each rep connects their own.
• All of them connect in one click through Gene App's own apps, with nothing to register yourself.
• A tile whose button reads "Not set up yet" is a provider Gene App has not switched on yet. There is nothing to fix on your side.
• If Google stops letting Gene App in (a revoked or expired login), the bell shows "Google Calendar has stopped syncing" and new bookings stop reaching your calendar. To fix it, Disconnect the Google Calendar tile on this tab and Connect it again. Your events sync straight away and the calendar is back on its 15-minute refresh.

AI bookings land in your workspace default calendar.

Connections for a teammate#

Managers only. Use Connections for to pick a teammate and see which calendar and meeting tools they have connected, read-only. Connecting is a sign-in to their own Google, Microsoft or Zoom account, so nobody can connect or disconnect someone else's account. They do it on this tab while signed in as themselves. Their work hours and meeting tool you can change on the Availability tab.

Private Mode for Synced Events#

When on, events synced in from a teammate's Google or Outlook calendar show to everyone else on the Calendar page as "Busy", with no title, notes, guests, place or link, and they can't be opened, edited or deleted by anyone but their owner. You still see your own events in full, and appointments booked through Gene App show as normal. It applies to the whole workspace. Off by default. Saves automatically when toggled.

Tips#

• Set a meeting type's Bookable by to AI or AI + People so Gene App can book it for leads.
• You can keep several AI-bookable types side by side, for example a discovery call, an onboarding call and an investor call, each with its own length, format and place.
  • Gene App picks the one that fits what the lead asked for by its name and description.
  • It books it with that type's length, video link or location, and hosts.
  • A clear description helps it pick.
• Availability is per person. Each teammate sets their own work hours, and a manager can set them for a teammate.
• Which calendar providers appear under Connections depends on what is enabled for your account.

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Details#

How the Calendars screen is laid out, for when you need to look something up. It has three tabs, in this order: Meeting Types (Managers only), Availability and Connections.

Meeting Types tab#

Add to your website sits next to New meeting type, with the meeting types table below them. New meeting type and a row's Edit open the same editor dialog. Everything on this tab is under Meeting types and Share a booking page.

Availability tab#

Changes on this tab save on their own. Everyone gets their own Work hours and Meeting tool cards. Managers also get the Work hours and meeting tool for picker and the Preferred meeting format card. Everything on this tab is under Availability.

Connections tab#

Each provider tile (Google Calendar + Meet, Outlook + Teams, Zoom) shows only where enabled for your account. Managers also get the Connections for picker. Private Mode for Synced Events saves as soon as you toggle it. Everything on this tab is under Connections.