# Collect a client brief and schedule the meeting

Canonical HTML: [https://collty.com/help/projects/collect-a-client-brief-and-schedule-the-meeting](https://collty.com/help/projects/collect-a-client-brief-and-schedule-the-meeting)
Audience: Project owners and clients
Reading time: 9 min
Updated: 2026-08-27T00:00:00.000Z

Send an adaptive Brief Master link, collect the client’s answers and schedule a meeting from real calendar availability without configuring slots by hand.

## The owner creates the brief, not the meeting schedule

In Brief Master, choose the project direction, services and decisions the completed brief should support. Collty builds the adaptive questionnaire and creates one secure client link.

The owner does not add meeting slots or choose a meeting-link method for each brief. Meeting availability is an automatic part of the client form.

1. **Create the brief:** Name the request and let Collty generate the relevant question branches.
2. **Share the secure link:** The client can answer without creating a Collty account.
3. **Wait for submission:** Answers, contact details and the requested meeting are returned to the same Brief Master record.

## Collty proposes only real free time

The public brief reads the owner’s Calendar working hours, meeting duration, buffers and current busy events. It shows the client only available dates and times in the client’s own timezone.

Calendar is the shared meeting register. Meetings created from project chats, team chats and Brief Master all affect availability, so an already reserved time is not offered again.

> **Good to know:** Calendar connection and working-hour preferences are account-level settings. They are not repeated inside every brief.

## The client chooses the time and meeting method

| Client choice | What Collty does | What the team receives |
| --- | --- | --- |
| Connect Google and create Meet | The client signs in to Google; Collty creates the Meet for the selected time and invites the project owner | A prepared meeting awaiting confirmation |
| Paste a meeting link | Collty validates and saves the HTTPS meeting room with the selected time | A prepared meeting awaiting confirmation |
| Ask the team to create the meeting | Collty reserves the selected time without requiring a link from the client | A confirmation action that creates Google Meet automatically, or accepts a pasted link |

## The team only confirms the meeting

After the brief is submitted, Brief Master marks the card with Create meeting and shows Meeting action required inside the record. The team confirms the meeting; it does not rebuild availability or re-enter the client’s selection.

If the client asked the team to create the meeting, Connect Google and create Meet links the team account when needed. Create Google Meet & confirm then creates the event and Meet on the server, saves both in Collty Calendar and confirms the selected time. A secure HTTPS meeting link can still be used as the manual alternative.

> **Good to know:** The Google account belongs to the team member confirming the meeting. Connecting it is an account-level action, not a setting the brief owner must configure while creating each brief.

## Collty sends both sides the right notification

| Trigger | Recipient | Email content and next action |
| --- | --- | --- |
| The client submits the brief | Brief owner | A branded Collty email with the client, project, selected date and time, meeting-link status, required next steps and a Sign in to Collty button |
| The team confirms the meeting and final link | Client | A branded Collty confirmation with the final date, time and Join meeting button |

> **Good to know:** The client confirmation is sent only after the team has confirmed the meeting and a valid meeting link exists. Collty deduplicates both notifications, so retrying the same action does not send repeated email.

## Continue from brief to delivery

1. **Review answers and meeting:** Open the submitted record, confirm the meeting and inspect the complete client answers.
2. **Create the project draft:** Send the structured brief to Project Architect for phases, tasks, dependencies, timing and staffing.
3. **Keep one source of truth:** The brief, confirmed meeting, project draft and active Workspace remain connected instead of being recreated in separate tools.

## Related guides

- [Create A Project And Choose Its Operating Model](https://collty.com/help/projects/create-a-project-and-choose-its-operating-model)
- [Work In Project Workspace](https://collty.com/help/projects/work-in-project-workspace)
- [Build A Project Plan With Project Architect](https://collty.com/help/projects/build-a-project-plan-with-project-architect)