Meeting locations

Documentation Index

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Prospects don’t always want the same thing. Some want a quick phone call, some want a Zoom, and a few still walk into your office. Meeting locations give you one place to define every way your team can meet a prospect, so you can either pin a single method to a meeting type or let the prospect choose at booking time.

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How meeting locations work

A meeting location is a reusable account-level record. Each location has one of three modes:

• Video conference: the rep’s connected tool (Zoom, Google Meet, or Teams) generates a unique link per booking.
• Phone: the rep calls the prospect directly. No conferencing link is sent.
• In-person meeting: a fixed address goes into the calendar invite.

Once you’ve created a location, attach it to as many meeting types as you want. When the prospect books, the location decides what conference link (or address, or phone instruction) lands in the calendar invite and reminder email.

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Set up a meeting location

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Step 1: Open the Meeting Locations settings

1. In the left sidebar, click Settings → Meeting Settings.
2. On the Meeting Locations card at the top of the page, click View Locations.

You’ll see every location your account has, with the type badge (Phone, Video conference, or In-person meeting) and any description you’ve written.

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Step 2: Start a new location

Click Create Meeting Location in the top-right corner. This opens the type picker, where you decide how this meeting will happen.

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Step 3: Pick the meeting type

Click the card that matches how you want this meeting to take place, then click Proceed.

• Video conference: picks up Zoom, Google Meet, or Teams from the assigned rep’s integrations. Use this for product demos, customer success calls, and most discovery meetings.
• Phone: the rep calls the prospect at the number captured on the form. Use this for SDR qualification calls or when the prospect skips a webcam.
• In-person meeting: a static address you set yourself. Use this for office visits, trade-show booths, or branch appointments.

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Step 4: Fill in the basic details

Give the location a name (max 25 characters) and a short description (max 50 characters). The name shows up on the scheduler card the prospect sees, so write it from their perspective: “30-min video call”, “Quick phone call”, “Visit our SF office”. If you picked In-person meeting, you’ll also see a What should be in the location field input. Whatever you type here (for example, Conference Room 3, HQ Building, 123 Market St) goes into the calendar invite’s location field, so the prospect can map it from their calendar app.

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Step 5: Customize the invite and reminder

Two collapsible sections sit below the basic details:

• Calendar Invite: the subject and body of the calendar invite that goes to the prospect when they book. Dynamic placeholders like {{prospect_name}} and {{meeting_time}} are supported.
• Meeting reminder: toggled on by default, sends a reminder email 30 minutes before the meeting. Turn it off if your meeting type already has its own reminder workflow.

Click Save to commit the location. You’ll land back on the list view with your new entry at the top.

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Attach a location to a meeting type

A meeting location does nothing until you wire it into a meeting type.

1. Go to Meeting Types in the left sidebar and click into the type you want to update.
2. Open the Meeting Location accordion section.
3. Choose how to apply locations:
   • Single Method: pick one location that applies to every booking.
   • Let the prospect choose: select two or more locations and the scheduler will show the prospect each option as a card.
4. Click Use a Meeting Location to open the picker, select your locations, and save the meeting type.

If your account has zero meeting locations, the picker comes up empty. Either create at least one location first or use Add custom setup to skip the picker and write an invite directly on the meeting type.

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Edit or delete a location

From the Meeting Locations list, click the three-dot menu on any location card. The same accordion form opens with Update in the bottom-right instead of Save.

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How meeting locations interact with the rest of RevenueHero

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Your meeting locations are set up and ready to attach to meeting types. 🎉🎉🎉