How to Create an Exceptional Invitee Experience

The CalendarHero invitee experience keeps your customer, client, or candidate front and centre, while taking the burden of setting up a meeting off both your plates. It’s a win-win. 

Always put the customer first. It's an age-old tenant of business done right, and in 2020, prioritizing your customer experience is still crucial for business success. 

What’s less talked about, however, is how to “put the customer first” in meeting scheduling.

After all, meetings and the way we ask for them are an essential touchpoint in acquiring new clients, hiring candidates, and expanding our networks.

That’s why CalendarHero not only helps you schedule meetings more efficiently, but gives your invitees (aka your customers, candidates, and leads) a convenient, hassle-free method of meeting with you. 

Keep reading to learn how CalendarHero’s customer-first scheduling experience works.

The Invitation 

With CalendarHero, you can forego the “when are you free?” dance and get straight to the point. Through the CalendarHero web app, you’ll be able to request a meeting and have the invitation sent directly from your automated assistant (powered by AI).

Without interrupting your workflow, you can also initiate an automated meeting request directly from your chat app or inbox. CalendarHero integrates with Slack, Microsoft Teams, Hangouts Chat and more. 

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Once your invitee receives your automated meeting request, it will be obvious that the meeting request is from you. Your name will appear in the subject line (ex. “Invitation from Kailah - Product Demo) and you’ll be able to customize the email message for added personalization.

If your invitee happens not to respond to your meeting invitation, then your Meeting Assistant will follow up with your invitee via email automatically. CalendarHero follows a smart notification protocol to ensure your meeting reminders remain top of mind without being disruptive to your invitees.

To keep you in-tune with your invitee’s experience, you’ll be cc’d on the automated meeting request.You can also choose to turn notifications off.

If your invitee needs a gentle push, you can opt to send manual reminders directly from your Tasks in CalendarHero. 

Tasks is where you can manage and track the status of your meetings. In Tasks, you’ll be able to view the progress of your meeting requests, who has yet to confirm their attendance, and what times have been chosen for specific meetings. You can also easily cancel a meeting directly in Tasks.

If your invitee replies to your email directly, then their email will be forwarded to you, so you don’t miss any correspondence.

Sending an automated meeting request is a quick, hands-off way to organize any meeting. However, you can also choose to share a personal scheduling link or a private invite link instead.

The personal scheduling link is a publicly visible URL that is not restricted to specific invitees. For example, you could create a personal scheduling link for “product demos” and reuse the link to book multiple product demos with different customers.

On the other hand, the private invite link is a private URL that is restricted to invitees that you specify. For example, you could choose to send a private invite link for an internal meeting with specific members of your customer success team.

In both instances, your invitees will click on your link and be asked to enter their email addresses. Once done, they’ll be able to select a meeting time from your real-time availability.

Whether you decide to send your meeting invitation from the Zoom.ai web app, your inbox or chat app, or via a scheduling link, you will be able to ensure your invitees experience a smooth communication and scheduling process.

Choosing a Time to Meet 

CalendarHero makes choosing a time to meet simple. Once your invitee receives your meeting invitation, they’ll click on a link that takes them to the “meeting acceptance” page. The design is smooth and responsive, so your invitee can easily respond to your meeting request on desktop and mobile.

Once on the meeting acceptance page, your invitee selects a meeting date and time from your availability. If your meeting has multiple invitees, then your invitees will be prompted to suggest at least three different time slots to ensure our group algorithm can find the best meeting time for everyone.

As a CalendarHero customer, you’ll also be able to add meeting instructions to the invitation and include your company logo for personalization.

If you’re using a feature like Collective Availability, your invitee will be able to select a time from your team’s shared availability. Good to know: CalendarHero won’t ever share personal details. Your invitee only sees dates and times that you are free to meet.

For faster, convenient time selection, your invitee has the option of temporarily syncing their calendar. By using this CalendarHero feature, your invitee will be able to spot any scheduling conflicts immediately and won’t need to reference their schedule manually. It’s a major time saver.

What about timezone conflicts? At CalendarHero, there’s no such thing. CalendarHero detects your invitee’s location automatically, so they’ll always see your availability in their own timezone. To give your invitee more control and flexibility, they can also pick a different timezone, if needed.

If you’re inviting multiple people to a meeting, then each of your invitees will be prompted to suggest more than one time slot. To help them decide quickly, CalendarHero will show them the time slots that other invitees have already selected.

With CalendarHero’s intelligent group algorithm, meetings with multiple attendees are booked rapidly. CalendarHero intelligently finds the meeting time that works best for all attendees. With additional settings like VIP, you can also mark an invitee as mandatory to ensure that the meeting doesn’t happen without them.

Confirming the Meeting 

When it’s time to confirm the meeting, your 1:1 meetings will be scheduled automatically the moment your invitee selects a time. For group meetings, CalendarHero finds the best meeting time based on your invitees’ suggestions and the meeting is then scheduled immediately.

Either way, your invitees will be notified and the meeting invitation with your meeting details will be added to their calendars immediately. To keep everyone in the loop and reduce your no-show rate, your Meeting Assistant will issue automated reminders to you and your invitee for your upcoming meeting.

If your invitee needs to cancel or reschedule your meeting, then they’ll be able to do so easily within the meeting invitation. No back and forth. No time wasted.

There’s no doubt that meeting scheduling automation ought to be part of every modern professional’s tech arsenal. CalendarHero gives your workflow and your invitee experience a boost. By automating meeting scheduling, you’ll impress your customers, candidates, and stakeholders with your efficiency and respect for their time. 

Adopting new technology like an AI-powered meeting assistant can be the single step you need to modernize your workplace, move your business goals forward and impress your invitees with how easy you are to meet with. 

Learn more about your invitee experience and specific notifications they’ll receive on our FAQ.