Demo and discovery scheduling consumes significant time as sales reps manually coordinate calendars, wait for prospect responses, and log meetings across multiple tools. Manual back-and-forth delays bookings by days and frustrates prospects seeking instant availability.
Automation monitors incoming requests, displays available time slots to prospects via a booking link, and instantly creates calendar events and CRM records once a slot is selected. Reps recover scheduling time and close deals faster.
The full workflow, from trigger to completion.
A prospect submits a demo request via email, form, or inbound message. The automation detects the request and extracts the prospect name, company, and any notes about their needs.
The automation queries for all assigned sales reps and identifies available time slots across the next 5 to 10 business days, filtering for slots when at least one rep is free.
The automation sends the prospect an email booking link pre-populated with available time slots. The prospect selects their preferred time instantly without further back-and-forth.
Once the prospect books a slot, the automation creates a event for all assigned attendees and adds the meeting details.
The automation sends the prospect a confirmation email with the meeting time, Zoom link, and any prep materials or agenda.
The automation creates a meeting record, linking it to the prospect's contact and deal, and tags it with the demo type and assigned rep.
The automation sends a notification to the assigned rep and any other attendees with the meeting details and a link.
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