Small teams need to be nimble, and automating time-consuming tasks like scheduling meetings helps save team members time. How do we know? From experience, of course! Take a look at how the small team at YouCanBook.me uses our own calendar scheduling tool in our daily workflow to: Are you ready to get a sneak peek into our day-to-day life here at YouCanBook.me? Let’s see just how we use our own tool to get things done and keep our customers happy.
Schedulingdiscovery calls and demoswith our sales team
Our nimble sales team receives dozens of requests for demos each week.
To focus onhelping prospects make the right decisionon therightonline scheduling solution,the sales specialists first offer10-minute discovery calls.
If during this call the specialist determines that YouCanBook.me is the right fit based on the use case, the prospective client is moved on to schedule a full demo.
How does this team offer up availability to our worldwide customer base?
By usingCustom Availabilityon a team booking page.
/YouCanBook.me%E2%80%99s%20calendar%20scheduling%20tool%20lets%20customers%20book%20pre-demo%20calls%20at%20a%20time%20that%20suits%20them.png?width=450&name=YouCanBook.me%E2%80%99s%20calendar%20scheduling%20tool%20lets%20customers%20book%20pre-demo%20calls%20at%20a%20time%20that%20suits%20them.png "How YCBM uses YCBM: A deep dive into our calendar scheduling tool (1)")
Each sales specialistadds blocks of time directly to theirGoogle calendarin various time zones, allowing the prospect toself-schedule their discovery call at adate and timeconvenient to them.
If it is determined during the discovery call that YouCanBookMe is a good fit, our team will send afollow-up emailfrom the first booking page with a pre-filled link to the demo booking page. All of the prospective clients’ information is carried over, eliminating the need for them to answer the same questions twice.
How our customer success teamnurtures relationshipswith customers
The relationship with our customers doesn’t end after the sale is made. Our Customer Success Managers (CSMs) work with a large portfolio of diverse customers.
Their goal is to continue to show the value of YouCanBook.me and proactively address any account issues.
Knowing thatrelationships are built on communication, the CSMs encourage their customers to book meetings with them regularly whenever they want to talk strategy, expansion, or to answer general account questions.
There is no need to waste time with back and forth conversations on when the best time to meet is - each CSMincludes the link to their personal booking pagein theiremail signature.Booking a meeting at a time that works is as simple as 2-clicks!
On each of their personal booking pages, the Success Managers have created differentappointment types, since different types of calls can vary in duration.
By booking the appropriate appointment type, both the customer and Success Manager can make sure they’ve blocked out the time needed for the call.
/Examples%20of%20different%20appointment%20types%20and%20lengths%20you%20can%20set%20on%20YouCanBook.me%E2%80%99s%20calendar%20scheduling%20tool.png?width=450&name=Examples%20of%20different%20appointment%20types%20and%20lengths%20you%20can%20set%20on%20YouCanBook.me%E2%80%99s%20calendar%20scheduling%20tool.png "How YCBM uses YCBM: A deep dive into our calendar scheduling tool (2)")
Even though the client may be based in a different country than their Success Manager, the client’stimezone is automatically detectedat the time of booking, so all of theiremail and SMS remindersdisplay the correct meeting time for both the Success Manager and the client.
Our Customer Education Manager offerscustomized trainingfor segmented users
Now is a good time to introduce myself. I’m the Customer Education Manager here at YouCanBook.me, and I love talking to customers and coaching them on how to best set up their accounts for success.
While it’s impractical for me to talk to all 20,000 YouCanBook.me users one-on-one, I’m continuously creating written and video training content to help users self-serve.
For large enterprise customers, we offer a customized training session for incoming end-users or a refresher session for existing users.
The booking page I share is configured with aflexible booking duration, sothe customer can choose how much time they need during the session.
/YouCanBook.me%E2%80%99s%20calendar%20scheduling%20tool%20lets%20users%20select%20appointment%20types%20and%20durations.png?width=450&name=YouCanBook.me%E2%80%99s%20calendar%20scheduling%20tool%20lets%20users%20select%20appointment%20types%20and%20durations.png "How YCBM uses YCBM: A deep dive into our calendar scheduling tool (3)")
When booking, the customer can alsoinvite additional participants to the meetingby adding in additional email addresses on the booking form - everyone receives both thecalendar inviteandreminderssent directly from YouCanBook.me.
With themultiple-choice questionson the booking form, everyone gets a chance to indicatewhich features they’d like training on during the session.
This allows me to be fully prepared before our session to ensure our customers’ success using our appointment scheduling app.
When new employees join YouCanBook.me, I’ve also set up abooking page forgroup meetingsfor the employees to learn the basics of YouCanBook.me in a fun, informal session.
/YouCanBook.me%E2%80%99s%20calendar%20scheduling%20tool%20is%20used%20by%20the%20team%20to%20book%20informal%20welcome%20chats..png?width=450&name=YouCanBook.me%E2%80%99s%20calendar%20scheduling%20tool%20is%20used%20by%20the%20team%20to%20book%20informal%20welcome%20chats..png "How YCBM uses YCBM: A deep dive into our calendar scheduling tool (4)")
Handlingescalated support issueswith a scheduling tool
It may seem unconventional, but with a small support team, we favor email support for addressing customer concerns.
Email allows the team to check the customer's settings, perform troubleshooting tasks, and get back to the customer with clear actionable steps on how to resolve their issue.
With a standard reply time of around 3 hours, our support team is able to efficiently address and resolve a large number of customer issues - usually on their first reply!
Occasionally, there are a few times when after some troubleshooting, some screen sharing is required to help resolve the problem.
In those limited cases, theescalations team uses a team booking page to offer 30-minute Zoom calls.
Both team members connect their calendar and their Zoom account to this page, and use Custom Availability toindicate their rotating weekly availability on their calendar,without having to modify any settings in YouCanBook.me.
At the time of booking,unique Zoom linksare generated directly from their Zoom account.
Want to try this setup?Generate unique video conference links for your team.
How our marketing teambooks guests for its productivity podcast
You may have heard that YouCanBook.me recently launched a podcast,Get More Done.
In these engaging conversations, our Community Manager chats with people from diverse backgrounds on how they create efficiencies in their workflow to boost productivity.
How does our Community Manager book interviews for future episodes?
WithYouCanBook.me’sscheduling software, of course!
UsingTentative Bookingson his booking page, he has final approval over whether a booked interview slot is added to his calendar.
After the interview, he has an automatedfollow-up emailto himself set up, with a reminder to send a note of personal thanks to the guest.
Check the video:Learn how tentative bookings work.
Improving thecustomer experience with our productteam
Our product team is small but mighty. As they plan feature releases and product improvements, customer feedback is of paramount importance.
Our Product Manager and UX Researcher use individual booking pages to book Zoom calls with customers in ournewly launched Customer Discovery program.
Participating customers commit to several calls throughout the year to discuss requirements for new features, test prototypes and give feedback.
Using pre-filled booking URLs in the follow-up emails, the customer can quickly book their follow-up call with a little nudge from ourautomated notification system, without having to fill out the same booking form each time.
/A%20UX%20meeting%20reminder%20sent%20by%20YouCanBook.me%E2%80%99s%20calendar%20scheduling%20tool.png?width=450&name=A%20UX%20meeting%20reminder%20sent%20by%20YouCanBook.me%E2%80%99s%20calendar%20scheduling%20tool.png "How YCBM uses YCBM: A deep dive into our calendar scheduling tool (7)")
Our product team is small but mighty. As they plan feature releases and product improvements, customer feedback is of paramount importance.
Our Product Manager and UX Researcher use individual booking pages to book Zoom calls with customers in ournewly launched Customer Discovery program.
Participating customers commit to several calls throughout the year to discuss requirements for new features, test prototypes and give feedback.
Usingpre-filled booking page URLsin the follow-up emails, the customer can quickly book their follow-up call with a little nudge from ourautomated notification system, without having to fill out the same booking form each time.
Streamlining thehiring processfor candidates andpeople operations
As a growing company, we are always on the lookout for qualified candidates to join ourtiny company that does big things.
The recruitment process can require a significant time investment, especially when it comes to making sure multiple managers are available to meet.
So YouCanBook.me’s people operations team uses amutual availability booking pageto find a time that works for every manager.
All of the managersconnect their calendar, and the booking page checks everyone’s calendar for conflicts.
Onlytimes that workfor everyone are offeredas interview slots to the candidate.
Once the candidate books a time, the booking goes on everyone’s calendar, including the candidates, so everyone is kept in the loop.
Using shorthand codes on the booking form, the automatic confirmation and reminder emails are personalized for each candidate. The same shorthand codes pull in the candidate’s answers to the emails the managers receive, so they can prepare for the call based on the candidates booking form answers.
Check the video:New hires have commented how seamless the interview process was for them, saving everyone time!
Maintainingremote company cultureduring a global pandemic
As a globally distributed remote team, company culture is incredibly important.
We prioritize company summits in warm, sunny destinations at least once a year - an opportunity to get together offline and build friendships and strengthen working relationships.
After trips to Portugal, Costa Rica, and the Dominican Republic, we are so looking forward to the next time we can get together offline.
Since the pandemic started, we’ve grown from a team of 15 people to a team of 30!
With so many new faces and no summit on the horizon,we brainstormed how we could take time in our day to just say “hey” to a coworker.
So we created ateam booking pagewith everyone in the company, cheekily named“Anything but work.”
With these15-minute sessions, you can book anyone in the company for a chat, from our CEO Bridget to our newest starter, Annie.
You can choosewho you’d like to catch up withorclick no preference for a random assignment.
The only rule on these calls? You can talk about anything but work!
These calls have been a breath of fresh air for the team, and an inspired way to make the team feel close although separated by miles.
/YouCanBook.me%E2%80%99s%20fully%20remote%20team%20uses%20a%20calendar%20scheduling%20tool%20to%20book%20a%20time%20to%20chat%20with%20each%20other.png?width=450&name=YouCanBook.me%E2%80%99s%20fully%20remote%20team%20uses%20a%20calendar%20scheduling%20tool%20to%20book%20a%20time%20to%20chat%20with%20each%20other.png "How YCBM uses YCBM: A deep dive into our calendar scheduling tool (9)")
These are just a few ways scheduling tools like YouCanBook.me help save time, automate processes, and build deeper connections across our customers and employees.
Let the variety of possibilities inspire you - how can YouCanBook.me help you in your daily tasks?
