Many companies are designed to function with a setter-closer model and need to have the capability to assign other's appointments. One of the ways to assign appointments to other people, can be done by building out your SalesRabbit connector to a Calendly account. Calendly is an automated scheduling software that allows your reps to assign appointments to closers.
Benefits include:
- A free basic plan
- The service only shows available slots rather than the full calendar
- Email confirmation for the customer
- Buffers for the Closer to allow for travel time around set appointments
- Event access is Embedded in SalesRabbit and attached to the Lead Detail page
There are benefits to using a paid plan, but we can connect individual reps' calendars while using the free plan.
Step 1: Set up Calendly
Set up is straightforward and easy. Simply go to https://calendly.com/ and connect your Calendar needed for the appointment set ups.
If you're going to use Caledly's free plan, here's some advice: disable two of the three "Event Types." On the free plan, Calendly will automatically disable two of your three "Event Types" after 30 days. If you intend to use the free plan after 30 days of use, disabling the two undesired Event Types will ensure that Calendly does not shut off the Event Type you're actively using.
Note: each individual that needs to have appointments made for them by other people will need to set up their own Calendly.
Step 2: Adjust your appointments correctly
S2P1: Once you click "Event Types" within the upper right hand corner of your page, click on the gear icon in the upper right quadrant of your active event. Select "Edit."
S2P2: Click "What type of event is this?"
The window will extend and you may edit the name of the event (for this example, we are going to use the situation of "Solar Consultation" as that is a common event type needing to be scheduled in a setter-closer model). Adjust each field as it applies to your situation, and it may appear similar to the screenshot below when you are finished. Note: Don't forget to click "Save & Close" before moving on the the next step.
S2P3: Click "When can people book this event?" to expand the window. We will first focus on the "Hours" tab.
First, select the appropriate duration - each company will have their own set of parameters that you will need apply appropriately. For this example, we are going to adjust the time from 15 to 60 minutes.
Next, click on one of the days to adjust the dates you do not wish to include in your availability. For this example, we are going to eliminate Saturdays and Sundays from the available times, and adjust the times for Wednesday to list 10a - 4p.
For example, click on one of the "Saturdays"'s listed. A window will pop up that states "Edit Availability" - select "I'm unavailable."
After you click "I'm unavailable," click "Apply to all Saturdays."
Note: You may do the same on one-off days to accommodate for holidays and vacation time if they are not already marked "out of office" on your Calendar.
S2P4: To adjust the total availability slots (ie start time and end time), simply click one of the dates that would apply (ie, a Monday). Adjust the "From" time and "To" time by clicking on the times within the box and typing out the new times. You may choose to apply to single dates or multiple within the options. You may have multiple time intervals if needed.
S2P5: Click the "Advanced" tab.
Here, you may set the parameters of how many events may be scheduled in a day, accommodate for travel time, and prevent last-minute events from being set without notice or planning on your behalf. Click Save & Close.
Step 3: Toward the upper right hand corner, click the blue "view live page."
S3P1: Verify Calendly is functioning to your liking. Select one of the available dates and create a test invite to experience the step-by-step process the potential Customer will take.
Next Up: Embed the Link(s) into SalesRabbit!