If your team is still manually triaging meeting requests — forwarding emails, playing calendar Tetris, asking "who should this person actually book with?" — routing forms are the fix.
Novacal's routing forms let you qualify leads or respondents upfront with a short form, then automatically direct them to the right event type, team member, or custom link based on their answers. No manual sorting. No back-and-forth. Just the right meeting, with the right person, from the start.
This guide walks you through setting one up from scratch.
What Is a Routing Form?
A routing form is a short questionnaire that sits in front of your booking flow. Instead of sending everyone to the same calendar link, you ask a few qualifying questions first — and based on the answers, the form routes each respondent to the appropriate destination automatically.
Common use cases include:
- Sales teams routing prospects to the right account executive based on company size or region
- Support teams directing customers to the right specialist based on their issue type
- HR teams sending candidates to the right interviewer based on the role they're applying for
- Agencies assigning client calls to the right team based on service interest
Routing forms are available on the Novacal Teams plan.
How to Create a Routing Form
1. Go to the Routing Page
Log in to your Novacal account and navigate to the Routing section from the main navigation. This is where all your routing forms live.
2. Create a New Form
Click Create new form and fill in the basics:
- Title — give your form a clear, descriptive name (e.g. "New Client Inquiry" or "Support Request")
- Description — optional, but useful for letting respondents know what the form is for before they start filling it out
3. Add Your Routing Fields
This is where you build the actual questions. Each field you add becomes a question the respondent answers — and their answers will drive the routing logic in the next step.
For each field, you configure:
- Field type — choose from text input, select (dropdown), checkbox, and more
- Label — the question text shown to the respondent
- Options — for select and checkbox fields, define the answer choices
- Required — toggle whether the field must be answered before the form can be submitted
Build out as many fields as you need. Keep it focused — the fewer questions, the higher the completion rate. Two to four fields is usually enough to route effectively.
4. Set Up Your Routing Workflow
Once your fields are in place, go to the Workflow tab. This is where you define what happens based on each answer combination.
For each routing rule, you can direct respondents to:
- An event type — your own, a team event type, or a specific team member's event type
- A custom link — useful if you want to send certain respondents to an external page, a form, or a disqualification flow
- A message — display a custom message instead of a booking page (e.g. "Thanks for reaching out, our team will contact you within 24 hours")
- A specific team member — route directly to an individual's calendar
Build your rules top-to-bottom. When a respondent submits the form, Novacal evaluates the rules in order and routes them to the first match.
5. Share Your Routing Form
Your routing form gets a unique public URL — for example:
https://novacal.io/f/yu04oa
Share this link anywhere you'd normally share a booking link: email signatures, website CTAs, sales outreach, support portals, and so on. Respondents fill out the form, and Novacal takes care of the rest.
Get Started
Routing forms are available on the Novacal Teams plan. If you're already on Teams, head to the Routing section in your dashboard and create your first form today.
Have a question about setting up a specific routing flow? Book a demo — we'll walk you through it.