Scheduling Meetings from the Booth

A rep books a follow-up meeting with a prospect from the same screen they just captured the badge on. The prospect receives a real calendar invitation — not a booking link — with Accept and Decline buttons, in whatever calendar they use: Outlook, Gmail, or Apple Calendar.

The invitation goes out one of two ways, and LeadFuel chooses automatically:

• From the rep's own calendar — when they have connected Microsoft 365 or Outlook. The rep is the true organizer, the invitation comes from their account, and rescheduling in Outlook updates the prospect's copy automatically.
• From LeadFuel — when they have not connected a calendar. The invitation is sent from meetings@lead-fuel.com on the rep's behalf, with the rep's name on it and their email address included so the prospect can reach them directly.

Connecting a calendar is optional. Scheduling works either way — connecting upgrades it rather than enabling it.

Scheduling is available to signed-in LeadFuel users on the Pro and Enterprise plans:

• Signed-in user with a connected calendar — can schedule, and sees suggested times drawn from their real availability.
• Signed-in user without a connected calendar — can schedule, and sets the time manually.
• Starter plan — cannot schedule. Starter's capture screen has no scheduling interface.
• Booth staff using a QR event link, with no LeadFuel account — can capture leads, but cannot schedule meetings.

Sending an invitation puts email out on your company's behalf, so it requires a signed-in account that is accountable for what went out. If temporary booth staff need to book meetings, give them a LeadFuel user account rather than an event link.

Scheduling lives on the capture-append screen — the Pro and Enterprise capture experience. There are two ways in:

1. 1Instant Insights → Schedule meeting. This is the primary path. The button appears as soon as contact data arrives from the enrichment pipeline, with the lead's email address already filled in.
2. 2The calendar button at the bottom-left of the capture screen. This opens the same panel with a lead picker for the current event — useful when you want to come back to a lead you captured twenty minutes ago.

Reps using the iPhone app get the same thing from the wrap-up sheet after a conversation.

With a Microsoft calendar connected, you pick a day and then choose one of the open times LeadFuel offers for it, so you can't book over something already on your calendar. Without one, you set the time yourself.

If you can't find a Schedule button anywhere, check your plan first: Starter accounts land on a capture screen that has no scheduling interface.

If a calendar is connected, LeadFuel offers up to eight suggested times for the chosen day, drawn from your real availability:

• The window is 8:00 AM to 6:00 PM in your own timezone — not the venue's
• Times you are already busy are excluded, including tentative, out-of-office, and working-elsewhere blocks
• Times in the past are never offered
• The eight slots are spread evenly across the whole day rather than taken from the first eight openings, so a free morning never hides a free afternoon

If no calendar is connected, or the day is fully booked, or the calendar service is briefly unreachable, no suggested times appear and you set the date and time directly. Scheduling never breaks because of it.

The prospect's email address is filled in from the badge when the badge included one, or from contact enrichment. If neither found an address, type it in.

An invitation cannot be sent without a valid email address — this is by far the most common reason a send fails. If you see "This lead has no valid email address", the badge had no email and enrichment did not find one. Type it into the panel and try again.

All three are optional.

Notes appear inside the calendar invitation itself, which means whatever you write here is what the prospect reads on the morning of the meeting — long after the email has been buried. A sentence about what you discussed at the booth is worth more here than anywhere else.

Tap Send calendar invite. Both the prospect and the rep receive it.

The rep's copy arrives on the phone they are already holding, which is how a rep without a connected calendar gets the meeting onto their own calendar.

If the lead already has an upcoming meeting scheduled, the panel shows a banner with that date before you send. Scheduling again sends a second, separate invitation — the banner is there so that becomes a deliberate choice rather than an accident.

An email with a calendar invitation attached, showing Accept and Decline buttons in Gmail, Outlook, and Apple Mail.

When the invitation comes from LeadFuel rather than the rep's own calendar, it also includes a short note that:

• names the rep as the person they met
• says a follow-up with the agenda and joining details is coming
• gives the rep's own email address so the prospect can contact them directly

That note appears both in the email and inside the calendar entry itself, because the calendar entry is what the prospect sees on the day of the meeting.

Replies are not routed through LeadFuel. The prospect contacts the rep directly at the address shown.