How far ahead should you offer a meeting?

Early enough for the customer to get organized, close enough that their interest doesn't fade: the next two weeks usually work best. A Muzau agent offers its slots within the next 14 days, never less than 4 hours ahead by default, a notice you can raise to a week.

Can you offer a meeting between noon and 2 pm?

Better not to offer it yourself, and to accept it if the customer asks. A Muzau agent does not offer a slot between 12:00 and 2:00 pm up front, except on a day that has only that time free, and can accept that time when the customer asks and it is free.

How many slots should you offer by SMS?

No more than three, on different days: an SMS is read at a glance and the reply should fit in one word. When a customer writes to the business's SMS number, a Muzau agent offers them free slots from your calendar, then asks for their email to book the meeting and send the invitation.

Should you leave a buffer between two meetings?

Yes, so that a meeting that runs over doesn't eat into the next one. By default, a Muzau agent keeps a 15-minute buffer before and after your existing meetings, a buffer you can set up to 12 hours.

What if the customer doesn't reply to the slots offered?

Follow up in the same thread, a few days later, rather than with a new email. A Muzau agent can follow up with the customer this way, on the days you give when creating or editing the agent, for example D+2 then D+4, and stops as soon as they reply. Without a requested schedule, it doesn't follow up, and never by SMS.

Proposed time slots

How many time slots should you offer a customer for a meeting?

For a meeting, offer a customer three slots at most, on three different days: they have a real choice and reply in one word. A Muzau agent first offers up to three free slots, each on a different day, within the next 14 days, as close as possible to 10:00, 2:30 pm and 11:30, avoiding the lunch hour, within your working hours. You decide whether it books the meeting on its own or after your approval.

Why the number of slots matters

With a single slot, a customer who can't make it has to say so, then wait for another offer: every refusal costs an exchange. With six slots, they have to compare, open their calendar for each one, and the reply slips to the next day. Between the two, a small, well-spread choice is settled in one word: “Thursday”.

The trap is less the number than the spread. Three half-hours on the same afternoon make only one choice: if that day doesn't work, none of them does. Three slots on three days, at different times, leave a real choice.

How the agent goes about it

Input: A meeting request, by email, on the site chat or by SMS
It does: Starts from your free hours, keeps up to three, each on a different day
It delivers: A proposal of slots, then the meeting booked, on its own or after your approval

Three slots at most, each on a different day

The slots a Muzau agent offers first are three at most, taken within the next 14 days, each on a different day: as close as possible to 10:00 for the first, 2:30 pm for the second, 11:30 for the third. If fewer than three days have a free moment, it offers fewer. With Google Calendar or Outlook connected, these slots are read from your calendar, where the agent sees only the busy hours, never the subject or location of your meetings. If that calendar is full or temporarily unreadable, the agent offers no slot rather than inventing one. Without a connected calendar, they come from your working hours: see meetings offered without a calendar.

No slot at lunchtime, unless the customer asks

The slots a Muzau agent offers up front avoid the 12:00 to 2:00 pm window, and its instructions tell it not to offer any at that time on its own. If the customer asks for 12:30 and it is free, the agent can accept it. A day that has only the 12:00 to 2:00 pm window free keeps that slot in the proposal.

Within your working hours, with a minimum notice and a buffer

By default, a Muzau agent offers 30-minute meetings, Monday to Friday, from 9:00 to 6:00 pm, never less than 4 hours ahead, with a 15-minute buffer before and after your existing meetings. You set all of this when you create the agent and on its page: open days, start and end times to the half hour, a length from 5 minutes to a full day, a minimum notice of up to a week, a buffer of up to 12 hours. These hours bind the agent even when the calendar is connected. Times are always Paris time.

When none of the three slots suits the customer

Three slots open the choice, they don't close it. A Muzau agent knows everything that is free within your working hours over the next 14 days: if the customer suggests another free moment, it can accept it. For what comes next, see when a customer asks for a different time. The meeting is booked on its own, or waits for your click in a “To approve” card, depending on what you chose when you created the agent.

How to offer meeting slots that get a reply

Whether you write them yourself or not, a few rules make the difference between a “Thursday, perfect” and three more emails.

Three at most. A single slot that doesn't work forces another exchange; beyond three, the customer compares instead of choosing.
Three different days, alternating morning and afternoon: the customer who only has mornings finds theirs too.
Neither too soon nor too far: not within the hour, not in a month. The next two weeks give the customer time to get organized.
The full date, with the day: “Thursday, October 1 at 2:30 pm” rather than “10/01, 14:30”. A wrong day shows right away.
The length and the place: 30 minutes by video call, or the address to come to.
An open door at the end: “If none of these suits you, tell me the time that works for you.”
A slot offered to one customer is not offered to another before they reply, or is rechecked before confirming: see how to avoid a slot being booked twice.

One sentence is enough to present them: “I can offer Tuesday, October 6 at 10:00, Thursday the 8th at 2:30 pm or Friday the 9th at 11:30, for 30 minutes by video call.” The customer replies with the day, and the meeting is booked. To let them choose on their own from your availability, see sending a Calendly link.

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What it does not do

It offers nothing outside the hours you set or beyond the next 14 days, and always in Paris time: no other time zone.
If your connected calendar is full or unreadable, it offers no slot rather than falling back on your working hours alone.
It does not move or cancel a meeting that is already booked: your team does that.

Autonomous does not mean unchecked. You set the level of autonomy of every agent, its limits cannot be crossed, everything it does is recorded in a plain-language log, and one gesture stops it all.

Frequently asked questions

How far ahead should you offer a meeting?: Early enough for the customer to get organized, close enough that their interest doesn't fade: the next two weeks usually work best. A Muzau agent offers its slots within the next 14 days, never less than 4 hours ahead by default, a notice you can raise to a week.
Can you offer a meeting between noon and 2 pm?: Better not to offer it yourself, and to accept it if the customer asks. A Muzau agent does not offer a slot between 12:00 and 2:00 pm up front, except on a day that has only that time free, and can accept that time when the customer asks and it is free.
How many slots should you offer by SMS?: No more than three, on different days: an SMS is read at a glance and the reply should fit in one word. When a customer writes to the business's SMS number, a Muzau agent offers them free slots from your calendar, then asks for their email to book the meeting and send the invitation.
Should you leave a buffer between two meetings?: Yes, so that a meeting that runs over doesn't eat into the next one. By default, a Muzau agent keeps a 15-minute buffer before and after your existing meetings, a buffer you can set up to 12 hours.
What if the customer doesn't reply to the slots offered?: Follow up in the same thread, a few days later, rather than with a new email. A Muzau agent can follow up with the customer this way, on the days you give when creating or editing the agent, for example D+2 then D+4, and stops as soon as they reply. Without a requested schedule, it doesn't follow up, and never by SMS.

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