Overview
The perfect scenario for every sales rep is to open their calendar application each morning to find their calendar already filled with appointments from interested prospects or customers. With self-service calendaring, reps can now send emails via Playbooks that contain personal calendaring links, enabling their prospects to self-select times to meet with reps.
Information
Setting Up Self-Service Calendaring
Before being able to add calendar links to emails, each rep will need to go and configure their calendar to work with Playbooks. Before they can link their calendar to Playbooks, they will need to connect their email to Playbooks first. Reps can then configure their calendar by going to Settings in Playbooks and clicking the Calendar menu option.
Calendar integration works by syncing with the provider, just like the Email integration works. That being said, a common problem of both integrations is the loss of Sync and can be fixed the same way, "restarting" the sync process by disconnecting and reconnecting with the vendor.
Reps can save the Meeting Details for Calendaring events sent through Playbooks. These details appear in the email sent to customers so be sure to include information the customer will need before the meeting.
Ad hoc Calendar Invites
Reps can also send calendar invites any time with an ad hoc calendar invite. Reps can view their availability, format invitations, and add additional contacts without having to leave Playbooks. Using the ad hoc calendar invite allows managers to report on how many invitations were sent by each rep.
Converting an Email to a Calendar Invite
Reps can convert ad hoc emails or Click-to-Email messages to a calendar invite.
Adding Calendar Links to Emails
Reps can easily insert links to their calendar into emails with a single click. While editing an email, simply click the calendar icon and their unique calendar link is automatically inserted into emails.
In addition to adding the calendar link into emails, we suggest as a tip, adding the calendar link in your email signature. A convenient calendar link has been added to the signature editor page.
Prospect Self-Service Calendaring
When a prospect or customer clicks on the calendar link from an email, they are brought to the rep’s calendar where they can find a time when they are both available to meet.
Once an individual clicks schedule, a meeting confirmation email is sent to the rep’s inbox and an event appears on the rep’s calendar. An invite is sent to the prospect as well. Reps will be notified before the meeting based on the reminder settings in their calendar.
Bear in mind that the Self-Service Calendar engine will display only as available timeframes to the prospect those timeframes where the rep is available and within the configured business hours.
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Priyanka Bhotika
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