Integration · Calendar
With the custom booking form, Armiflow’s booking form integration lets you create a booking form that lives directly in Armiflow. Customers book their appointments through your own form, and you do not need an account with another booking service.
Your own formNo extra toolCalendar & appointmentsGDPR in view
New booking receivedExample · custom booking formThe custom booking form is Armiflow’s own booking form integration, through which customers book appointments. It is an alternative to external booking tools such as Calendly, Cal.com or TidyCal and is part of the Calendar & appointments feature. You do not need an additional account with another provider. The app shows which fields and settings are available.
Benefits
Not every business wants to set up yet another tool for appointment bookings. With the custom booking form, you have your own booking form directly in Armiflow.
A good online booking form removes the hurdle of picking up the phone or writing long emails. Customers enter their preferred appointment and the details needed, and your team gets everything in one go. The key is to keep the form short and say clearly what happens after submitting. Then people are happy to use it, on a computer or a smartphone.
A booking form collects personal data, so the GDPR (EUR-Lex) applies. Only ask for what you need for the appointment, explain the processing in your privacy policy and delete data once its purpose has been fulfilled. One advantage of your own form: the details stay in Armiflow, with no additional booking service in between.
At a glance
The key facts about the booking form integration in Armiflow, in short.
| Item | Details |
|---|---|
| Tool | Custom booking form |
| Category | Calendar & booking |
| Used in Armiflow | Calendar & appointments |
| What Armiflow does with it | Your own booking form in Armiflow, without an external tool. |
| Status | Available |
| Credentials | Stored encrypted, roles and 2FA for your team |
| Approval | Customer emails and actions involving money only after your confirmation |
In 4 steps
You create the custom booking form in Armiflow; no account with another provider is needed.
You decide which details customers should provide. The app shows which fields are available.
You make the form accessible to your customers; the app shows the options for this.
You book a test appointment yourself and check that all details arrive.
How it fits together
Your own form is one of several ways to organise appointments in Armiflow.
Security & data protection
Encrypted credentials. Whatever you store for Custom booking form in Armiflow is encrypted. Every customer account has its own database schema and daily backups.
Team roles. With roles and two-factor sign-in you decide who on your team may use or change the Custom booking form connection.
Your approval counts. Customer emails only go out after you approve them, and actions involving customers, money or deletion wait for your confirmation in the chat.
GDPR covered. Access and erasure under Art. 15 and 17, consent per channel and the public-authority filter apply to all data in Armiflow.
FAQ
Short, clear answers about this feature. Missing a question? Write to support@armiflow.com.
Yes. With the custom booking form, you can create a booking form directly in Armiflow through which customers book appointments. It is an alternative to external booking tools such as Calendly, Cal.com or TidyCal. The app shows which fields and settings the booking form integration offers when you create it.
As soon as you arrange appointments regularly, the back-and-forth by email takes a lot of time. An online booking form lets customers enter their preferred appointment themselves whenever it suits them, even in the evening or at the weekend. You save queries and receive the details you need together with the booking.
The custom booking form is Armiflow’s own booking form integration, so you do not need an account with another provider. Calendly is an external service for which Armiflow offers a sync: if a company books via Calendly, its follow-ups stop automatically. Which option suits you depends on the tools you already use.
When you create a booking form, the rule is: as little as possible, as much as necessary. Name, company, email address, preferred appointment and a short field for the request are usually enough. Every extra required field reduces the willingness to book. Under the GDPR, data minimisation also applies.
Keep it short, say clearly what happens after submitting and avoid jargon. A clear title such as “Book an initial consultation” helps more than a generic “Contact”. When you set up the booking form integration, test the form yourself on a smartphone, because many customers book on mobile.
If you offer very different appointments, such as a short initial call and a long workshop, separate forms are clearer. For a standard initial consultation, one is usually enough. Before you use the booking form integration, check in the app how many forms you can set up. What matters is that every customer immediately sees what they are booking.
The custom booking form belongs to the calendar & booking category in Armiflow. The app shows how bookings appear there and how they are linked to the calendar, company profile or appointments. After the first test bookings, check that all details arrive where your team needs them.
Armiflow can add appointments to Google and Microsoft 365 calendars and attach Meet, Teams or Zoom links. The app shows how this works together with bookings from your own form. Check it with a test booking before you share the form with customers.
For bookings via Calendly, Armiflow documents that they stop a campaign’s follow-ups automatically. For your own booking form integration, this is not documented separately; the app shows the current status. Regardless of this, follow-ups stop as soon as a company replies to your email.
A form is not compliant in itself; it depends on how it is implemented. Only ask for necessary data, explain the processing in your privacy policy and delete data when it is no longer needed. Armiflow supports access and erasure under GDPR Art. 15 and 17. If in doubt, get legal advice on the details.
First think about what type of appointment customers should book and how long it lasts. Then create the custom booking form in Armiflow and limit the fields to what is necessary. Test the form yourself, on mobile too, and only then share it with customers.
Ideally the person who coordinates appointments, such as the head of sales or the office team. They make sure details and texts are up to date and that bookings are handled promptly. With roles and custom roles, you define in Armiflow who may change settings and who only works with the results.
Typical ones are too many required fields, unclear appointment types and no confirmation after submitting. A form that is hard to use on a smartphone also costs bookings. And the privacy notice is often missing. Go through the form yourself regularly, as if you were a customer.
Wherever customers make decisions: in prospecting emails, in your signature, on your website and in proposals. Client groups in Armiflow have their own templates, signatures and booking link, so the reference suits the audience. The app shows how to include your own form there.
A prospecting email should lead to a conversation. A clear link to your booking form makes the next step easy: the company enters its preferred appointment instead of replying first. Drafts are created in Armiflow by AI, from a template or by hand and only go out after your approval.
Yes, a booking form is not only useful for new companies. Existing customers use it to book consultations, training sessions or annual reviews, for example, without you having to arrange appointments by email. In Armiflow, the client base is kept separate from leads, and customers also find their invoices, contracts and tickets in the client portal.
For Cal.com, TidyCal and Google appointment pages, Armiflow supports booking links. If you do not want to set up another service, the booking form integration lets you create your own form in Armiflow. If you already use one of these tools and are happy with it, you can stick with it. What matters is that customers can book easily.
If you want to create and publish a booking form, first book a test appointment yourself, on a computer and a smartphone. Check that all details arrive, that the appointment appears correctly and that the texts are easy to understand. Also ask someone outside your team to test it, and repeat the test after changes.
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