As seen in the picture, I use Calendly, a powerful tool that has similar functions to Google Calendar. In Calendly, you can create or book a meeting based on your client's task, and after the booking is complete, I check to make sure everything is in order. I then create a booking with the client's meeting, and it is immediately added to either my calendar or the client's Google Calendar. I check to make sure the time zone is correct and ask the client what time they are likely to meet the receiver.