No-shows slow down sales and operations, as they waste time, reduce productivity, and lead to lost opportunities.
With 
iClosed Multi-Booking feature, your team always has a reliable backup plan to minimize no-shows by turning odds in in your favor, by allowing leads to book two or three calls on the same time slot.
Watch the tutorial video below to see how it works.
Multi-Booking is available on Business and Enterprise subscription plans as an add-on feature to your current subscription. To learn more about pricing for your account, reach out via in-app chat.
Introduction to Multi-Booking
What is Multi-Booking?
What is Multi-Booking?
iClosed Multi-Booking automation is a feature that allows a single host to be scheduled for multiple meetings in the same time slot.
Example
If a host that has been added to the Multi-Booking automation has availability at 10:00 AM, multiple invitees will be able to book a call at the same time.
e.g., Invitee-1, Invitee-2 or/and Invitee-3 - all depending on whether double or triple booking is enabled in the automation.
Here's how it works:
Instead of direct Zoom/Google Meet link, each lead will receive their unique iClosed Waiting Room link as event location.
iClosed Waiting Room prevents leads from joining the call before Host joins the meeting.
A host can select the lead with whom he'd like to speak and handle one call at a time.
Additional invitees remain in their Waiting Rooms until the host finishes with the current call, unless an alternate host joins and takes over the lead.
Alternate hosts (other iClosed users) can step in by joining the Waiting Room via links sent to Slack channel or from email notifications (configured in Multi-Booking Notification setup).
If a lead didn't show up yet or leaves the Waiting Room, Host (closer) can quickly move on to the lead that is already in the Waiting Room.
What’s the Waiting Room?
What’s the Waiting Room?
Think of it as a virtual meeting lobby, a place where hosts and invitees will join before the call officially begins.
Every booked call generates unique Waiting Room link, and includes two separate Waiting Rooms: one for the invitee (lead) and the other for the host (closer), or alternate host to join via a notification link.
Instead of a direct meeting link (Zoom or Google Meet), leads receive a Waiting Room link via email booking confirmation and reminders, and that same link will be added to the Google Calendar event.
Waiting Room with call details will be accessible to leads up to 15 minutes before the call start time.
Invitees will remain in the Waiting Room until a host is ready to start the call.
Once the host selects a lead, joins the Waiting Room, and clicks on the "Join meeting" button, the meeting link is generated, based on the Event Details setup (Zoom or Google Meet) and lead is redirected to the actual meeting.
Alternate Hosts will see if any other host is in the Waiting Room already and if the host has joined the call.
Alternate Hosts will be able to select available leads who joined the Waiting Room, and didn't start the meeting with any of the Hosts yet.
Hosts Waiting Room view - Accessible only if the host is logged into iClosed:
Shows if the lead is waiting and for how long
Shows if any host has joined the Waiting Room
Displays meeting details and lead Contact Card details
Shows Waiting Room history
Enables the to join the meeting when ready
After selecting the "Join meeting" button, a Zoom/Google Meet link is generated, allowing the invitee (lead) to join the call.
Invitee (Lead) Waiting Room view - Accessible to leads only:
Shows the original host that the lead will be meeting with, along with call details.
Estimated wait time until the host joins.
Once the host joins the call, the lead view will redirect automatically to the meeting
unless lead has blocked redirection in browser
in that case, screen will show "Join call" button with a sound notification played
Why we use a Waiting room instead of direct Zoom or Google Meet links?
For two main reasons:
Alerts
- Hosts are notified when an invitee is waiting, or if they have left the room.
- Google doesn’t support this functionality, so iClosed Waiting Room acts as the central point for alerts.Ability to switch between Hosts
Imagine Host A has two calls scheduled at 10AM
- one with Invitee-1 and another with Invitee-2
- If Host A is busy on the call with Invitee-1, normally Host B (the alternate host) wouldn’t be able to start the second call using the same meeting link.
- iClosed Waiting room solves this by alerting alternate hosts (Host B) that Invitee-2 is waiting
- A meeting link is generated in the background for Host B via the "Join meeting" button, where Invitee-2 can join the call.
How notifications are sent from the Waiting room?
How notifications are sent from the Waiting room?
The iClosed Waiting Room keeps everyone in the loop with automatic notifications sent via email and/or Slack. These alerts notify hosts when an invitee arrives or is waiting, so any iClosed user can jump in when needed.
Here's high-level overview:
If the lead joins the room 15 plus minutes before the call starts, notification will not be sent and the lead will see information about the call and estimated start date.
Once the lead joins the Waiting Room 15 minutes before the scheduled time, a notification is sent. The assigned host receives an email notification or/and a notification sent to the selected Slack channel.
Example: Invitee (lead) joins the Waiting Room
If a lead remains in the Waiting Room for more than 5 minutes ((by default setup) after the call started, a follow-up notification will be triggered (you can edit this and choose timing for this follow up notification to be sent).
Example: Invitee is waiting for 5 minutes after the call started, and no host joined yet
If a lead enters the Waiting Room but leaves within 30 seconds and no host has joined, another alert will be sent to notify your team.
Example: Invitee leaves the Waiting Room
If a lead didn't join the Waiting Room 2 minutes after the call started.
Example: When no invitee or host has joined waiting room 2 minutes past due
These alerts allow alternate hosts to quickly step in and take over if the main host is unavailable, ensuring there are no missed opportunities.
Every host that joins the call will generate its own meeting link in the Waiting Room (Google Meet or Zoom) where lead will be able to join.
Hosts selected in the Multi-Booking settings will receive notification via email (if enabled in notifications), while all other team members will be notified via Slack channel (if Slack notifications are enabled).
How to set up Multi-Booking automation
Before setting up Multi-Booking for your hosts, please ensure following preconditions are in place:
#1 - Hosts have set their availability and have been added to the event
Learn more#2 - Users who could participate are added to your iClosed account
Learn more
#3 - Slack is integrated with iClosed if you'd like to notify users via Slack
Learn more
Once you've set everything up, navigate to 
AI Scheduler - Automations - Multi bookings and click on the "New Multi Booking" button to start:
Main setup
Complete first step to publish your Multi-Booking automation:
Add the name to your multi-booking automation and select between:
Double - up to two bookings for the same slot
Triple - up to three bookings for the same slot
Select the Hosts and Events where multi booking should be applied
A host can be added to only one multi-booking automation, and won't appear for selection elsewhere.
Save and set Multi Booking automation live!
Notifications
Next step is to set up your Multi-Booking Notifications, by selecting notifications channels:
Email - select members who should receive notifications and/or
Slack - select channels where notification should be sent
Both options provide following notification triggers:
When invitee has joined the waiting room
It will fire only if there is multiple calls booked for the same slot
it will not go out if only one lead booked the call with the host
When invitee is in waiting room for 5 minutes
it will fire if invitee is in the Waiting Room but 5 minutes after the call start time
When invitee has left the waiting room without any host joining
Notification will be sent as soon as the invitee has joined the room
When no invitee or host has joined waiting room 2 minutes past due
It will send notification when lead didn't join the Waiting Room 2 minutes after the call start time
Pro tips
Waiting time for notifications "When invitee is in waiting room for 5 minutes" is set to 5 minutes by default and both Slack and Email notifications allow edit of the wait time for this trigger.
Condition based on answer on the form
Final step in Multi-Booking configuration is additional option to apply a condition based on answer on the form.
This option can help you apply Multi-Booking logic to the specific answers leads are choosing (for example for the lowest show up rate per answer that you can see in your Scheduling Cohort in Analytics).
Select a condition based on invitee questions
If the selected condition is part of Event Disqualification or Event Conditional Routing criteria, Multi-Booking won't apply even if you select it
In case you decide to set up Event Disqualification or Event Conditional Routing criteria after you've applied a condition in Multi-Booking, you will see the same yellow warning message.
After you're done with setting up the conditions, hit "Save changes" to complete the setup.
Upcoming calls view
Calls that are double-booked or triple booked will appear on the upcoming calls section under original host as two or three calls within a slot.
Pro tips
If only one Lead schedules a call on the slot with the Host and Event where Multi-Booking is applied, such call will appear like any other single-booked call.
The only difference is that the lead joins via the Waiting Room link, as it will be the default meeting location for the selected event, since future calls may include multi-booking.
Past calls view
If the calls were taken over by alternate hosts, those hosts will be able to add their own call outcome as after any other call.
But, if there were multiple leads who booked the call with the same host, that were not taken over by alternate hosts, the original host with whom calls were booked will add respective outcomes for all those leads.
Additional options on Multi-Booking automations page
Once you've created Multi-Booking automation, you will be able to see:
Name of the Multi-Booking automation
Multi-Booking type (Double or Triple)
Event to which Multi-Booking is applied to
Number of times Multi-Booking automation was triggered
Hosts added to the Multi-Booking
To activate or deactivate Multi-Booking automation
And to Edit or Delete Multi-Booking by clicking on the "Three dots" button
FAQ's
What happens if only one slot is taken (only one lead booked a call)?
What happens if only one slot is taken (only one lead booked a call)?
The call will appear like any other single-booked call. The only difference is that the lead joins via the Waiting Room link, since future calls may include multi-booking.
Hosts assigned to Multi-Booking automation will always use the Waiting Room as the default meeting location for the selected event, regardless of whether only one lead has booked the call.
The same logic will be applied if a call is scheduled manually from Global Data or rescheduled from the Upcoming calls page.
Can a lead join the Waiting Room after the call has started?
Can a lead join the Waiting Room after the call has started?
If the lead joins within one hour of the call's start time, you’ll be notified that they’ve entered the Waiting Room so you can connect.
If they click the Waiting Room link more than one hour after the scheduled start time, they’ll see a message: "Your meeting has ended!"
Can I assign same host to multiple Multi-Booking automations?
Can I assign same host to multiple Multi-Booking automations?
No, a host can only be assigned to one Multi-Booking rule (either double or triple).
If a host is already part of a Multi-Booking rule, they won’t be available for selection in any other automation, and they will appear as disabled in the dropdown menu.
How can I manually send Waiting Room link to a lead?
How can I manually send Waiting Room link to a lead?
Navigate to 
AI Scheduler - Scheduled calls
Click on the call to expand and view call details
Copy the Zoom or Google Meet link
Paste it and send to your lead
Note: The invitee can join the Waiting Room up to 1 hour after the scheduled call start time. If they join after that, they’ll see the message: "Your meeting has ended!"
Does a lead need to click on the "Join Call" button to join the meeting?
Does a lead need to click on the "Join Call" button to join the meeting?
No, not necessarily, as Waiting Room will route the lead automatically to Google Meet/Zoom location after the host joined the call (generated the meeting link).
Lead would need to click on the "Join Call" button only in case when the redirection is blocked by browser, which is part of the leads browser settings.
What happens if a host gets two calls at the same time from separate leads, for two different events?
What happens if a host gets two calls at the same time from separate leads, for two different events?
Multi-Booking automation is built around host availability as the primary factor. Here's how the logic works:
Double booking applied to a host across two Events:
Invitee-1 booked a call at 9am for Event 1
Invitee-2 booked a call at 9am for Event 2
In this case, no additional leads can book the 9am slot, as it’s already occupied by two events for the same host.
Triple booking applied to a host across two Events
Invitee-1 booked a call at 9am for Event 1
Invitee-2 booked a call at 9am for Event 2
One more slot remains available for this host at 9am, which can be booked under either Event 1 or Event 2.
How are call outcomes handled when multiple hosts take over leads from the Waiting Room?
How are call outcomes handled when multiple hosts take over leads from the Waiting Room?
When multiple leads book a call with the same original host using Multi-Booking, each lead is placed in the Waiting Room at the scheduled time.
If an alternate host (another iClosed user) takes over a lead from the Waiting Room, that call is reassigned to them automatically. This reassignment allows the host who actually spoke with the lead to update the call outcome afterward.
Calls that aren’t picked up by any alternate host, whether due to a No-Show or the lead leaving the Waiting Room will remain assigned to the original host, who can then enter the final outcome.
This ensures outcome tracking always reflects who actually engaged with the lead.
Example
Three leads book a 10am slot with Host A.
Invitee-1 is handled by Host A (original)
Invitee-2 is handled by Host B (alternate)
Invitee-3 is not taken at all or didn't join
Invitee-1 will remain assigned to Host A, while Invitee-2 will be reassigned to Host B to log call outcomes after the call.
Invitee-3 stays with Host A, who can mark the outcome as No Show or Cancelled by Invitee, depending on what happened.
Learn more