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Booked & Busy: Fill Up Your Calendar with the Scheduling Tool

Mary Jimenez

Sr. Conversation Designer

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Artificial IntelligenceBest Practices
Published 08/10/23
3 minutes read

As any successful Sales rep is all too aware, wading through the sea of prospects to gather up contact information and going back and forth to schedule a meeting is a real time sink—to say nothing of reaching out to confirm before the meeting and following up after the fact!

With this manual process, Sales reps’ time is pulled away from working deals and hot leads can easily slip through the cracks, potentially missing out on opportunities.

To that, we say, “No lead left behind!”

Revenue Digital Assistants™ can take charge of scheduling your meetings for you effortlessly through the Scheduling Link dynamic fields in the Conversation Editor.

Every conversation aimed at driving towards a phone call comes equipped with all the essential dynamic fields, empowering you to automate this entire process seamlessly. In other words, no more manual scheduling.

How It Works

An AI-powered Revenue Digital Assistant will send an Engage message as normal, asking a qualifying question to garner a response from the lead.

When a lead replies positively, the RDA will send out the verify phone or send link information exchange (depending on the conversation’s overall goal). At this point in the conversation, your virtual assistant will confirm the lead’s number and then offer the link as an alternative way for the lead to schedule the call. Easy as pie!

Let’s take a look at how to set this up:

  • First, you’ll need a default calendar link to add to the Scheduling Link dynamic field in case a rep hasn’t included one in their user profile.
  • Next, come up with a way to introduce your link so that the lead knows what its purpose is and add that to the Scheduling Link Description field.
  • Finally, enter the exact way you want the clickable link to look in the Scheduling Link Display field.

Put it all together, and you’ll get something that looks like this:

Schedule Meeting

Then sit back and let your Revenue Digital Assistant get to work filling up your calendar!

Besides the obvious time-saving benefits, adding a link here allows Conversica to track click rates as opposed to the increasingly less-relevant open rates.

Video Conferencing Capabilities

The benefits don’t stop there. The meteoric rise of video conferencing has soared by an astonishing 48% in recent years. Unlock the gateway to enhanced business efficiency, enabling you to seamlessly streamline your processes.

With this tool at your disposal, leads can now effortlessly schedule video conferencing appointments directly on your calendar, using many commonly used platforms such as Zoom, Microsoft Teams, Google Meet, and more. Imagine the convenience as leads invite all pertinent stakeholders and effortlessly record these meetings, leaving no room for missed opportunities!

Most video conferencing platforms allow you to set up a block of available times to send out so that leads can simply click the time that works for them.

Let’s take a look at an example:

With the Google Calendar Appointment Scheduling Tool, you can group your availability on your calendar that other people can reserve by creating an appointment block. For example, you can set aside 2 hours that you’re available to meet with people in 30-minute slots. Leads can then book one of the 30-minute slots within that time that works best for them.

To create an appointment block with Google Meets:

  • Open Google Calendar.
  • Make sure that you’re in Week or Day view.
  • Click anywhere in the calendar. In the event box that pops up, click Appointment Slots.
  • Enter the details, including a title, and pick the calendar where you want the event to show up.
  • To add more information, like a location or description, click More Options.

Once you have an appointment block, you can invite others to reserve an appointment slot. To do this, follow these steps:

  • Click your appointment – Go to the appointment page for this calendar.
  • Copy and paste the appointment page link from your browser.
  • Send this link to people who want to reserve an appointment slot.
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