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Default books a meeting from a form submission by opening a calendar on the same page the moment a visitor submits a form on your website. The Pixel captures the submission, a workflow picks the right host, and the visitor books a time without filling in a second form. This page follows 1 submission from the form to the booked meeting. For the setup inside a specific form tool, see HubSpot forms, Marketo forms, and Pardot forms.

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Form to booked meeting at a glance

Every form-to-meeting flow in Default runs the same 6 steps:
  1. The Pixel captures the form. The Default Pixel on your page picks up the submission from a plain HTML, HubSpot, or Marketo form. Pardot forms report the submission through the Forms SDK.
  2. The submission starts a workflow. The workflow’s Form Submission trigger fires for the form, with the visitor’s answers.
  3. Routing picks the host. The Display Scheduler node uses the event’s hosts, for example a queue that picks the next rep, or a host you choose from workflow data.
  4. The scheduler opens on the page. A loading indicator in your branding appears, then the calendar opens over your page.
  5. The visitor books. They pick a time and confirm it. Default books the meeting on the host’s calendar, and the workflow continues on its Booked branch.
  6. If the visitor doesn’t book, the workflow continues on its Not booked branch, so you can alert the owner or add the lead to a sequence.

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What you need before a form can book meetings

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Step 1: The Pixel captures the form submission

The Default Pixel is the script you install on your site. It picks up submissions from forms that already exist on your pages. You add each form to Default once with Catalog forms, or create it in Default when catalog mode can’t add it. Then map its fields so submissions land on the right person and company records. See Your forms.
A customer page in catalog mode, with the demo request form outlined and marked Not added next to an Add form button
Default drops a submission, and starts no workflow, when:
  • The form has not been added to Default, or it is set to inactive.
  • Accept submissions is off on the form’s Fields tab.
  • The form is limited to specific pages (Track submissions on on the form page), and the page is not one of them.
A submission with no valid email address is kept, but it starts no workflow. Default checks fields with “email” in the name first, for example email, Email, or work_email, then the other answers.

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Why the handoff is fast

The Pixel does its slow work before the visitor clicks submit:
  • On page load, it fetches the list of your domain’s forms that are wired to a scheduler, so it knows which submissions to hold on the page.
  • When the visitor leaves the email field, it sends the email to Default while the visitor finishes the form. If the form’s workflow has a Match Record node, Default can start that CRM lookup now. If your workspace has a primary waterfall, Default also starts enriching the person.
  • On submit, the workflow runs right away and hands the calendar link back in the same response.
This only works when the Pixel loads with the page. A Pixel added inside a submit handler starts too late, and the calendar can take longer to appear or not appear at all. See Initialize on page load, not at submit.

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How the Pixel keeps the visitor on the page

A form that navigates away after submit would close the scheduler before it opens. For forms wired to a Display Scheduler workflow, the Pixel holds the page:
  • Plain HTML forms: the Pixel stops the browser from following the form’s action URL. Your page’s own submit handlers still run. If another system receives the form through that URL, that post no longer happens, so send the data to that system another way.
  • Marketo forms: the Pixel tells Marketo to skip the form’s follow-up page.
  • HubSpot forms: HubSpot runs its own after-submit behavior. Set the form to show a thank-you message instead of redirecting. See HubSpot forms.

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Step 2: The submission starts a workflow

In Workflows, the Form Submission trigger starts a run for every submission to the form you choose in Connected Form. Later nodes can use the submitted answers, plus the page URL, referrer, and UTM parameters. See Form submission.
A form selected as a Form Submission trigger in the workflow builder
A form can start more than 1 workflow. Only 1 of them can respond to the visitor, meaning it contains a Display Scheduler or Redirect node. Publishing a second one for the same form, while the first is live, fails with an error saying that another workflow attached to this trigger already responds to the visitor. The other workflows for the form run in the background. Nodes placed before the Display Scheduler run while the visitor waits, so keep that part of the workflow to the steps that decide the host. Put CRM updates, notifications, and other steps the booking does not depend on after the scheduler, on the Booked and Not booked branches.

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Step 3: Routing picks the host

The Display Scheduler node’s Booking Details section decides who the visitor can book with: For a queue host, the policy’s Slots Rule sets which times the calendar shows: times when any active member is free (All Active Members), or 1 member’s times (Single Member). Include Meetings in the policy’s Assignment Units so the queue counts these bookings. See Policies.
If the lead’s account already has an owner in your CRM, book them with that owner instead of the next rep in the queue. Find the record with Match Record, pass its owner as the host, and set a Fallback Host for when the owner is away. Default converts the CRM owner to a Default user through each member’s integration mapping in Users.

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Step 4: The scheduler opens on the page

After submit, a short loading indicator appears in your booking-page colors, set in Scheduling settings, with your workspace logo. The calendar then replaces it in a full-screen overlay on your page, so by default the visitor stays on the page they submitted from. You can change where the calendar appears:
  • Inside your page: set autoDisplayScheduler: { target: "#meeting-section" } in the Pixel install snippet, and the calendar mounts in that element. See The scheduler experience.
  • On another page: set Redirect to scheduler page on the Display Scheduler node. The Pixel sends the visitor to that URL, and the calendar opens there. That page needs the Pixel installed too.
The calendar shows a countdown, “Complete your booking in”, that matches the node’s Timeout in minutes (at least 3, 5 by default). These settings in the event’s Scheduler Settings section change what the visitor sees:

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Step 5: The visitor books the meeting

The visitor picks a time and confirms it. Default already has their email from the form, so there is no second form to fill in. Default then:
  • Books the meeting on the host’s calendar and applies the event’s calendar invite, notifications, and reminders. See Events.
  • Shows the visitor a confirmation page. With Add redirect on meeting booked set, the visitor moves on to that URL after the Redirect delay (10 seconds by default, up to 300).
  • Lists the meeting in Meetings.
  • Continues the workflow on the Booked branch. Later nodes can use the meeting’s date and time, the event, and the primary and additional hosts.
Put the steps that depend on the booking on the Booked branch, for example a Slack message to the host or a CRM update.

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What happens if the visitor doesn’t book

The Display Scheduler node takes its Not booked branch in each of these cases: Resume booking only dismisses the reminder. It does not add time. The submission and the person’s record stay in Default whether or not the visitor books. On the Not booked branch, the meeting values are empty. Common follow-ups:
  • Send the visitor to a thank-you page with Add redirect on meeting not booked. Its URL Parameters can carry values from the workflow.
  • Alert the owner with Send Slack message so they can reach out while the lead is fresh.
  • Add the lead to a sequence in Apollo, Outreach, Salesloft, or another sequencing tool.

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Set up a form that books meetings

This example books every demo request with the next rep in a queue named Inbound AEs.
1

Add the form and map its fields

In Forms, select Create new, then Catalog forms. (Or open Catalog forms from the domain’s menu on Signals when you are already on that domain.) Add the form on its page, then map at least the email field in Forms. A mapping belongs to the field name, so it applies on every form with a field of that name. See Your forms.
2

Create the event

In Scheduling, create a Team event, for example 30-minute demo. Add the Inbound AEs queue as a host. See Events.
3

Add the trigger

In Workflows, create a workflow and add the Form Submission trigger. Set Connected Form to the demo request form.
4

Add the Display Scheduler node

Add Display Scheduler. Set Event to 30-minute demo and leave Use event hosts on. Set a Timeout, and optionally the redirects under Redirect Settings.
5

Add the follow-up steps

On the Booked branch, add the steps that depend on the meeting. On the Not booked branch, add the follow-up for leads who left, for example a Slack alert.
6

Publish, set live, and test

Select Publish, then check that the status next to the deployment switch reads Live. A new workflow goes live when you first publish it. If the status reads Paused, turn the switch on. Submit the form on your live page with a test email. The calendar opens on the page.
Booking from a test submission creates a real meeting on the host’s calendar and counts toward the queue’s round robin. Cancel the test meeting in Meetings afterward.
Embedding the form in your own code? The integration guide covers how to control where the calendar appears.

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Troubleshoot form scheduling

Related: Sales scheduling software from Default
Last modified on October 13, 2026