Outbound sales appointment automation for procurement

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[Music] welcome to another fast class with solos the marketing and sales platform that increases time and productivity for successful businesses my name is andy and today we're going to be discussing sales more specifically the ability to set up automated appointment scheduling inside of the platform now with automated appointment scheduling you can book your customers in for whatever you like this can be online offline in person some examples would be things like a webinar a one-on-one meeting one-on-one demonstration in-store visit product demonstration events and so on now aside from the scheduling and the automatic the automated features that way one of the major benefits too is that you're going to get some clarity on what you have incoming for your sales pipeline you're going to be able to take a look at the calendar see how the week is playing out you can make adjustments as necessary if it looks like you're on pace or off piece to hit your targets another big benefit is that your customers are self-committing to taking action with you so there's no need to have someone making outbound calls to book appointments chasing some chasing customers down you know that whole the whole rigmarole which ultimately does have a much lower show rate and if our customers book in with us they don't show up we have a whole host of options that we can go through and we can run through to recapture them and bring them back on board with that being said let's take a look and get an overview of what we'll cover right now so in our example here we're going to have a flow of customers coming in from a cold traffic source they're going to hit a landing page with our offer in this case it's a one-on-one demonstration and it could be anything that you have in mind webinar one-on-one meeting in-person visit so on we're gonna get them to book in with us and select the time to get together and run through this personalized demonstration after we do that we're going to send them over to a confirmation page that includes three video testimonials from previous customers along with two written testimonials now this is a an excellent way to anchor and really reinforce that your customer shows up for this demonstration because stories and messages from people just like them who most likely have similar problems and struggles are now hearing straight from the horse's mouth about the success that you have brought them and so moving them from a lower point to a higher point is always going to increase your appointment show rate in the event they don't show up the workflow automation is going to take care of that for us workflow automation is going to keep keep our messaging consistent leading up to the appointment but then also if they don't show up we will follow up with some other tasks and duties to see what we can do about recovering our customer some of the big benefits of automated appointment scheduling we have six points here that we'll quickly touch on there's a whole host of benefits these are the big ones so you have self-commitment coming from your your customer or your prospect where they're anchoring themselves to a day and a time to move forward with you on whatever your offer is predetermined meetings have an excellent show rate when you do have your customer doing the anchoring for you at the same time too there's no flipping back and forth trying to figure out what works best for who so coordinating of schedules is is non-existent in this scenario the customer gets to choose at their leisure now this is one of my favorite ones is that you can take a look at your calendar and if it's looking really thin you can forecast that your sales are not going to be looking good for the week or the next week or even for your month end so you can stay stay on track when that starts to happen you can take a look and go well where are things choking out sometimes it's just a matter of not having fresh opportunities flowing in okay no problem let's ramp up our ad spend and start bringing some fresh prospects in if it's too much and you're overloaded and your team can't can't handle all of the appointments or you can't handle all the appointments you can also take some some measures to slow things down so that you're giving it your all with every single appointment you have in front of you you have the ability to automatically reschedule and cancel this is on the customer side they receive uh email with the links in there to do both so that if they need to move or change um they can take care of that automatically and it'll sync with the calendar inside of solos this is another big one is that the solos calendars have all kinds of syncing options with google and your outlook office 365 calendars so it will automatically book time off for you on those devices so that you are in the know and you know exactly what is going on or if you have a sales team this is very beneficial for them too last but not least you automate everything you automate your reminders uh you can automate your event updates anything of the sort and that can come down by way of whatever the preferred communication medium is for your client the most common ones are going to be text message and email now we can set up our calendar so we're gonna give it a name and a description these two fields are important as this is what's shown on the calendar itself when it's embedded in the actual site page for this one we're just gonna go one on one demo description is this is our demo calendar fill this in with whatever you like appointment titles uses custom values the contact name as you see here is going to be the first name and the last name i'm going to append it with one on one demo meeting location now this this is really interesting it's really nice is that if you have google meet or a zoom account you set it up in your solos pro your solos user profile once you've linked those accounts it will dynamically drop a meeting link inside of this field that is sent out with the confirmation so this is if you're doing everything online if you're doing stuff in person where it's an in-office visit or an event you can actually set up the meeting location here and it'll be included in anything that's sent out this is this last option down here is to link an external calendar whether it be a google calendar or an office 365 calendar so that you are getting your booked appointments pushed out and you'll have them across all your devices syncs very nicely we'll save and continue on this step now we'll move to availability slot duration is how much time we're planning on spending with the customer in this case i'm going to go 45 minutes slot interval sets up how the appointments appear on the calendar for choosing so as an example in 30 minutes you're going to have 9 9 30 10 10 30 if i selected one hour this would be 9 10 11 12. you get the idea this case i'm going to leave it for one hour i want a 15-minute buffer in between each appointments in case we have some overrun i'll take one appointment per slot if you have multiple team members that are available to take multiple appointments at the same time you can increase this as needed with a maximum of three appointments per day minimum minimum scheduling notice is it sets up the calendar so that if i had a user online at six a.m and they wanted to book for 9 a.m and my minimum scheduling notice was one day that current day is going to be blocked off and they would have to book for the next in this after in this case i'm just going to set it for one hour and the date range how far out can our customer prospect book out i'm just going to set it for a full business week we're going to work around the clock seven days a week as all of us entrepreneurs and business owners do um last but not least this this finalizes a couple of details now underneath custom form if you use our forms builder you can build out a form to collect information when they are setting up their appointment this is extremely useful in a scenario like we are we're running through here where we're doing a demonstration perhaps we want to collect some um some information about what they're currently using uh there's what they want to accomplish from the meeting three of their biggest pain points three of their biggest successes if you are in the in the dental space you might want to qualify them a little bit further so you might want to figure out exactly what they're coming in for what they're looking for this sets up your appointment for success because you're not going to have to do any of these the question asking you're going to roll right into it you're gonna also be able to to do some research and look into things a little bit further before they show up sticky contact will include will auto fill any form fields if they've already been to our site and filled out or been to our site or one of our properties as built through solos and filled out information previously usually that's first name last name email phone number strike payments great for consultants if you do paid consulting at the time of booking you can collect the payment with the notification additional settings i'm going to let the calendar auto confirm the appointment so when the actual appointment itself is booked on the calendar there's a couple of statuses it can sit in so if you want your appointments to book in and not auto confirm that means somebody would have to manually run through and confirm that that works well if you have a large base of um of outbound dialers you want to do voice confirmations while they would see the calendar in the appointment they would call that customer they would verbally confirm and then they would select on it that the appointment was confirmed on the calendar in this case i'm going to auto confirm i'm going to allow google calendar send invitation updates we're going to allow reschedules and cancellations and then we have boilerplate here a message that goes out to the customer with reschedule link and cancel link this this message will be sent if you do not have a confirmation email that is going out through workflows facebook pixel id for doing some external traffic tracking for um for conversions and then custom code if you wanted something to run form submissions i'm going to leave the default thank you message here because we're going to take care of this action on the website builder we'll complete this up and let's move over to building our website so we have a two-step funnel here we have the calendar page and the confirmation page let's open the calendar page in the website builder now i already set up this template ahead of time uh if you like what you see and you would like this actual funnel in your account please reach out to me and i have no problem setting up and pushing that down to your account we have a nice big bold title up here subtitle i've included a demonstration video to give our customer a little taste of what they have coming and then we have two titles some more texts to um to give a little bit more insight to what we're doing so next step is that we want to add our calendar right into this landing page the calendar that we just built the 101 looks good i'm going to add a little bit more margin to the top yep nice and easy looks good let's preview this in the browser and see how it's going to look awesome yeah that looks great functionality is there just like we had it every hour from eight until five um and it booked seven days out okay awesome next thing we will do here is let's take a look at our confirmation page so they successfully submit and book an appointment with us they're going to land here thanks for booking your demo we'll send you a few messages about your meeting details please watch out for them a couple of video testimonials from previous clients obviously these ones are for representational purposes in this example but you would very much want to include something like this on the confirmation page to help reinforce that they actually show up so i've got three videos up here two written testimonials let's take a look in the browser and see what that looks like that looks great petersburg yeah great okay everything loads up awesome next step here is to build out the email the confirmation email that they will receive after they confirm their appointment and uh hit this landing page okay so this is the email that the customer will receive your seat has been saved we're looking forward to getting together with you below is our meeting details all right so let's add our meeting details first i'm going to include the start date and time so this will include day time and we'll also include the time zone just in case below that i want to include the appointment meeting location so if you have your zoom or your google meet account this is where it will dynamically insert we also want to give them the ability to cancel or reschedule all right awesome um that's pretty much it for it for this in the automation we're going to select this template we're going to sequence it in and this is what the customer will receive when they successfully book an appointment all right this is the final step we have in completing our automated appointment scheduling so now that we have our calendar created we want to create a trigger for it inside of the workflow to enter the client in so we're gonna go like this we're gonna go customer booked appointment select the calendar that we had just created our one-on-one demo calendar awesome now let's work walk through the workflow and take a look at what i've set up here and i want to preface this this is extremely simple and for representational purposes as we walk through i hope some light bulbs are going off and you're understanding hey i can get really creative with this or what if we do this or what if we do that it is totally possible with all of the tools and the access to logic that you have inside of the workflow builder so i just want to preface that so let's start at the top wait 10 seconds we'll send the email confirmation based on the template that we had just created then we're going to wait one day before the appointment to send a gentle text reminder saying hey we have a personalized demo set for tomorrow we're looking forward to it we're gonna then we're gonna wait until one hour before the appointment at which we're gonna remind them one more time radon on cue we're going live in about one hour see you soon and we're gonna save this action and then save this workflow and that's it that concludes everything here for a full-on setup for an automated appointment scheduler so we've covered quite a bit of ground in a short period of time but let's just run over a summary of what we've looked at here we have built a completely automated appointment scheduling setup for all kinds of scenarios where you have customers flowing in through the front they're hitting a landing page on that landing page we have a custom calendar that we built that can have a custom form to collect as little or as much information as you would like and then it moves them over to a confirmation page and on that confirmation page we reinforce your business authority with with three videos from customers customer testimonials and two written ones along with that in the back end the the appointment has triggered the customer into a workflow where we have sent out a confirmation email that includes the date and the time it also includes the meeting location and it also includes the reschedule and the cancellation links and then they sit inside of there until time passes at which they receive a couple of reminders setting them up to uh to join us in this one-on-one demonstration in our example so i mean at the end of the day the automated appointment scheduling function is not only an incredible tool it's extremely powerful and flexible and it will it is designed to be built around your business for whatever you have in mind so if you'd like to see how this would fit in with your organization or your business on a one-to-one level please book a live demonstration and go through a funnel very much like we just built here as our team would be more than happy to speak with you we can expand on any topic you you want to talk about and not only on the automated appointment scheduling but all the other cool tools that are featured inside of solos that will help you profit more from your business okay we'll catch you on the next one take care