What it is about?
Automation of arranging meetings between clients and the company team
Business context
We wanted to automate how clients book appointments with our internal team of specialists.
The client's appointment results in specific messages and dedicated communication, as well as data updates in our CRM system.
The system responds to arranging, postponing and canceling meetings and reflects specific behavior for each path.
The problem
1-on-1 client meetings are scheduled, postponed and canceled.
The goal was to synchronize the current status of the meeting with the CRM system and to match appropriate communication depending on the stage at which the client is.
Additionally, the goal is for non-technical team members to be able to easily mark the current meeting status with "one click" without having to enter the CRM system
The Solution
The solution to the problem is to combine several tools into one coherent system:
- for arranging meetings (Calendly)
- CRM system (Active Campaign)
- messenger, channels and messages (Slack)
- dedicated Whatsapp messages
The target solution improves communication so that when meetings are scheduled, postponed or canceled, the system itself adjusts the communication and reflects this status in the CRM system and notifies the internal team that conducts these meetings about updates and changes in the meeting details.
Result
Customers can easily arrange and reschedule meetings.
We have control over each meeting with tailored communication and reflection in CRM.
Your internal team can easily add meeting notes and manage meetings with prospects and mark meeting success with a single click from Slack. After the meeting, the system itself sends a message asking whether the meeting took place.
Technologies used
- Pipedrive - CRM
- Calendly - a platform for signing up for meetings
- Active Campaign - CRM
- Slack - a tool for internal communication and information about changes in meetings and for adding notes after the meeting
- Make/Zapier - a tool for integrating tools and connecting Calendly, Slack and Active Campaign