Features
Every part of an event meeting programme, in one platform
CallShark handles availability, matching, rooms, communication, and reporting together — because scheduling only works when all five agree with each other.
Meeting scheduling
Book the right person without the back-and-forth
The foundation of CallShark is straightforward sales appointment scheduling: someone needs time with your team, and they should be able to get it in a few clicks without a single email thread.
- Per-person availability with working hours, buffers, and daily meeting caps
- Shareable booking links for individuals, teams, and specific event programmes
- Time zone handling so an attendee always sees times in their own local zone
- Duration presets for quick introductions, working sessions, and executive briefings
- Double-booking prevention that validates person, room, and time together
Book a meeting at Spring Summit
Step 2 of 3 · Choose a time
Matched expert
Solutions Architect
Matched on: platform architecture, data residency
Tuesday, day 2
Selected
11:00 · Meeting Room 3
Event scheduling
Run a full conference meeting programme end to end
Conference scheduling is a different problem from booking one calendar. You have a fixed window, a finite set of rooms, and a roster of experts who are only on site for part of the week.
- Set up an event with dates, venue, rooms, and the experts attending
- Accept inbound meeting requests from attendees who want time with your team
- Send outbound invitations to the accounts your team wants to meet
- Handle different meeting types — briefings, demos, roundtables, and booth tours
- Keep the whole programme visible in one agenda as the week fills up
Spring Summit
Annual industry conference
- Dates
- 12 – 15 May
- Venue
- Hall 4, West Wing
- Rooms
- 5 rooms + booth theatre
- Experts on site
- 18 across 6 teams
- Meeting length
- 30 min · 10 min buffer
- Approvals
- Required for executives
Calendar integrations
Designed to work with the calendar your team already lives in
CallShark is being built to read availability from your existing calendar and write confirmed meetings back to it, so nobody has to maintain a second schedule. These integrations are planned, not built.
- Google Calendar — read availability and write confirmed meetings back
- Microsoft Outlook — keep Outlook as the system of record for your team
- Microsoft 365 — connect organisation-wide calendars, rooms, and directory data
- Two-way sync so a reschedule in either system stays consistent
- Calendar invitations that carry the room, expert, and agenda details
Planned sync behaviour
- Availability
- Read from your calendar
- Confirmed meeting
- Written back with room
- Reschedule
- Synced both directions
- Cancellation
- Room and slot released
Illustrative preview — not connected to a live system.
Smart matching
Connect each attendee with the person who can actually help
The most expensive meeting is the one where the customer asks a question nobody in the room can answer. CallShark routes each request based on what the attendee needs, not on who happens to be free.
- Attendees describe their topic and requirements when they request a meeting
- Experts carry expertise tags, seniority, product area, and language
- Requests are routed to the best available match rather than the first open slot
- Fallback rules keep a request moving when the first-choice expert is unavailable
- Manual override for meeting managers who need to place a specific person
How a request is routed
- Attendee requests
- Data residency review
- Required expertise
- Security, compliance
- Matched expert
- Security Lead
- Confirmed slot
- Tue 10:15 · Exec Suite
Illustrative preview — not connected to a live system.
Team availability
Keep your experts productive instead of over-committed
Enterprise event scheduling falls apart when one specialist ends up in fourteen back-to-back meetings. Availability in CallShark is a set of rules, not a free-for-all.
- Individual working hours per event day, including travel and session commitments
- Daily and total meeting caps so nobody is scheduled past their capacity
- Location-aware availability for people moving between booth, suite, and stage
- Blocked time that keeps keynote slots and internal standups protected
- A shared view of who is free, who is full, and where the gaps are
Team availability
Day 2- Available
Solutions Architect
ArchitectureSecurity
6/8 slots - Available
Product Manager
Roadmap
4/6 slots - At capacity
Security Lead
Compliance
7/7 slots - Available
Customer Success Lead
Renewals
3/6 slots
Meeting rooms
Reserve the space at the same moment as the people
Double-booked rooms are the most common scheduling failure at events. CallShark treats rooms as a first-class bookable resource so a confirmed meeting always has somewhere to happen.
- Room inventory with capacity, location, and equipment
- Rooms reserved atomically with the expert and the time slot
- Room-type rules so executive briefings land in the right space
- Turnaround buffers between meetings for reset and travel
- A live utilisation view showing which spaces are working hardest
Meeting rooms
No conflictsMeeting Room 1
6 seatsMeeting Room 3
4 seatsExecutive Suite
10 seatsBooth Theatre
20 seats09:00 — 17:00 · Blocks show booked periods
Automated confirmations
Every booking confirmed the moment it is made
When a meeting is confirmed, everyone involved should know immediately — the attendee, the expert, and whoever is running the programme.
- Instant confirmation to the attendee with time, room, and who they are meeting
- Internal notification to the assigned expert with the requested topic
- Calendar invitations carrying the full meeting context
- Branded messaging that matches how your company communicates
- A clear record of what was sent and when
Automated messages
Meeting confirmed
Tuesday 11:00 · Meeting Room 3 · calendar invitation attached
Reminder — 24 hours to go
Sent to the attendee and both internal participants
Room changed
Moved to Executive Suite · everyone notified automatically
Notifications and reminders
Fewer no-shows, without anyone chasing
Most missed meetings at events are not deliberate — people are moving between halls and lose track. Automated reminders and change notifications close that gap.
- Scheduled reminders ahead of each meeting for attendees and internal participants
- Immediate notifications when a time, room, or expert changes
- Reschedule flows that offer genuinely available alternatives
- Cancellation handling that releases the room and slot straight away
- Quiet-hours rules so reminders arrive at a sensible time
Notification timeline
- On booking
- Confirmation sent
- 24 hours before
- Reminder to all parties
- On any change
- Immediate update
- After the meeting
- Outcome prompt
Illustrative preview — not connected to a live system.
Meeting analytics
Understand what your meeting programme actually produced
Meeting volume alone does not tell you much. CallShark is designed to report on the things a revenue team is asked about after an event.
- Meetings booked, held, rescheduled, and cancelled
- Which accounts and segments your team spent time with
- The topics attendees asked about most often
- Expert workload and room utilisation across the week
- Exportable summaries for post-event reviews and follow-up campaigns
Event results
Spring Summit148
Meetings held
97
Accounts met
92%
Completion rate
Meetings by day
Most requested topics
- Platform architecture31%
- Security & compliance24%
- Pricing & packaging19%
- Integrations16%
Event results
Close the loop between the event and the pipeline
The value of an event meeting programme shows up in what happens next. CallShark keeps the record of each conversation attached to the meeting that produced it.
- Post-meeting outcome capture from the people who were in the room
- Follow-up actions recorded against the meeting, not a separate document
- A single event summary covering coverage, topics, and next steps
- Comparison across events as your programme matures
- A clean handoff to whoever owns the account afterwards
Post-event summary
- Meetings held
- 148
- Accounts met
- 97
- Top topic
- Platform architecture
- Follow-ups logged
- 112
Illustrative preview — not connected to a live system.
Planned integrations
Calendar connections we are building next
None of these integrations exist yet. They are on the roadmap, and this page will be updated when they are genuinely available.
Google Calendar
Read team availability from Google Calendar and write confirmed CallShark meetings back with room and attendee details.
Microsoft Outlook
Keep Outlook as the system of record while CallShark handles matching, rooms, and attendee communication.
Microsoft 365
Connect organisation-wide calendars, room resources, and directory information for larger deployments.
Need a different calendar or a specific system of record? Tell us what you use and we will factor it into the roadmap.
Want to see these features in context?
Request a demo and we will walk through how CallShark would handle your next event — including an honest account of what is built and what is still ahead.
Prefer to read first? Browse the CallShark blog.