--- name: sales-meeting-scheduler description: "Schedules sales meetings efficiently — booking pages, round-robin routing, calendar integration, reminders, no-show recovery, and meeting page conversion. Use when prospects aren't booking meetings, no-show rates are too high, round-robin isn't distributing evenly, booking page conversion is low, unsure which scheduling tool to use, or Mixmax meetings aren't working. For Yesware-specific help, use /sales-yesware. Do NOT use for lead routing rules (use /sales-lead-routing), cadence design (use /sales-cadence), or calendar-based CRM automation (use /sales-integration)." argument-hint: "[describe your meeting scheduling question or goal]" license: MIT version: 1.0.0 tags: [sales, scheduling, booking, calendar] --- # Schedule Sales Meetings Efficiently Help the user set up and optimize meeting scheduling for their sales workflow — from booking page creation and round-robin assignment through reminder sequences, no-show recovery, and meeting page optimization. This skill is tool-agnostic and applies to any scheduling platform (Calendly, Chili Piper, HubSpot Meetings, Cal.com, SavvyCal, Yesware). ## Step 1 — Gather context If `references/learnings.md` exists, read it first for accumulated knowledge. Ask the user: 1. **What's your scheduling challenge?** - A) Setting up booking links for the first time - B) Configuring round-robin or routing for a team - C) Reducing no-shows - D) Optimizing meeting page conversion - E) Choosing a scheduling tool - F) Something else 2. **What type of meetings?** - A) Discovery/qualification calls - B) Product demos - C) Follow-up meetings - D) Onboarding/kickoff calls - E) Mix of types 3. **Team size?** - A) Just me (solo seller) - B) Small team (2-5 reps) - C) Mid-size team (6-20) - D) Large team (20+) 4. **What scheduling tool do you use?** - A) Yesware Meeting Scheduler - B) Calendly - C) Chili Piper - D) HubSpot Meetings - E) Cal.com - F) SavvyCal - G) Vimcal - H) Reclaim.ai - I) Motion - J) None yet - K) Other **If the user's request already provides most of this context, skip directly to the relevant step.** Lead with your best-effort answer using reasonable assumptions (stated explicitly), then ask only the most critical 1-2 clarifying questions at the end — don't gate your response behind gathering complete context. ## Step 2 — Strategy and best practices **Read `references/platform-guide.md`** for detailed module documentation, pricing, integrations, and data model. *You no longer need the platform guide details — focus on the user's specific situation.* ## Step 3 — Actionable guidance Based on the user's context, provide: 1. **Step-by-step setup** for their chosen tool — specific clicks and configurations 2. **Optimization recommendations** based on their challenge (no-shows, conversion, routing) 3. **Metrics to track** with targets specific to their team size and meeting type 4. **30-day improvement plan** if they're fixing an existing problem ### Setup checklist (universal) - [ ] Create event types for each meeting type (discovery, demo, follow-up) - [ ] Set working hours and buffer times - [ ] Configure calendar sync (Google Calendar or Outlook) - [ ] Set up video conferencing integration (Zoom, Google Meet, or Teams) - [ ] Create reminder sequence (24hr + 1hr before) - [ ] Design booking page (title, description, branding, minimal form fields) - [ ] Connect to CRM (Salesforce or HubSpot) - [ ] Set up round-robin routing (if team) - [ ] Test the full flow — book a test meeting as if you were a prospect - [ ] Share booking links in email signatures, cadences, and website ## Gotchas - **Don't skip reminder sequences.** No-show rates jump from 10% to 30%+ without reminders. Always set up at least a 24hr and 1hr reminder. This is the single highest-ROI scheduling optimization. - **Don't use long booking pages.** Every extra field reduces conversion. Minimum: name, email. Everything else is optional or can be pulled from enrichment post-booking. Three qualifying questions is the absolute max. - **Don't ignore timezone display.** If the booking page shows times in YOUR timezone instead of the booker's, you'll get mis-booked meetings and confused prospects. Always verify timezone auto-detection is working. - **Don't set up round-robin without weighting.** Equal distribution sounds fair but ignores capacity. A rep with 30 meetings this week shouldn't get the same allocation as one with 10. Weight by current load or quota attainment. - **Don't forget CRM integration.** Every booked meeting should auto-create/update a CRM record. Manual logging means meetings fall through the cracks, pipeline data is inaccurate, and managers can't report on meeting volume. - **Self-improving**: If you discover something not covered here, append it to `references/learnings.md` with today's date. ## Before recommending a specific platform skill This skill covers a strategy domain across many platforms. **Before pointing the user to any specific platform skill** (any `/sales-{platform}` listed in `## Related skills`, e.g., `/sales-mailshake`, `/sales-klaviyo`, `/sales-apollo`), read that platform skill's actual `SKILL.md` first. The 1-line description in `## Related skills` is enough to *identify* a candidate — it's not enough to *commit* to it or to write a prompt that invokes it well. **How to read it:** - If `~/.claude/skills/{skill-name}/SKILL.md` exists locally, `Read` it. - For `sales-*` skills, `WebFetch` directly from this repo: `https://raw.githubusercontent.com/sales-skills/sales/main/skills/{skill-name}/SKILL.md` — e.g., for `sales-mailshake`: `https://raw.githubusercontent.com/sales-skills/sales/main/skills/sales-mailshake/SKILL.md`. - For non-`sales-*` skills (third-party), look up `{org}/{repo}` in `~/.claude/skills/sales-do/references/skill-sources.md` if installed and fetch the same `skills/{skill-name}/SKILL.md` path under that repo. **After reading,** ground your recommendation in something concrete from the SKILL.md (its scope, a sub-flow, its `argument-hint` shape, or a "Do NOT use for..." negative trigger). Align any generated invocation with the platform skill's `argument-hint`. If the platform skill turns out not to fit the user's situation, swap to another or handle the question here directly rather than recommending a poor fit. ## Related skills - `/sales-calcom` — Cal.com platform help (open-source scheduling with full API, webhooks, self-hosting, embeddable atoms) - `/sales-qualified` — Qualified platform help (Piper Meetings instant booking from chat) - `/sales-yesware` — Yesware platform help including Meeting Scheduler setup - `/sales-cadence` — Design outbound cadences that drive meeting bookings - `/sales-lead-routing` — Lead routing rules (complementary to meeting round-robin) - `/sales-integration` — Connect scheduling tools to CRM and other sales tools - `/sales-mixmax` — Mixmax platform help (for Mixmax-specific setup) - `/sales-lindy` — Lindy platform help (AI agent builder with natural language scheduling via iMessage/Slack) - `/sales-vimcal` — Vimcal platform help (keyboard-first calendar with drag-to-share availability and time zone management) - `/sales-savvycal` — SavvyCal platform help (personalized scheduling with calendar overlay, ranked availability, API, webhooks, embeds) - `/sales-reclaim` — Reclaim.ai platform help (AI task scheduling, focus time, habits, scheduling links with webhook support) - `/sales-motion` — Motion platform help (AI calendar with aggressive task auto-scheduling, project management, meeting notes) - `/sales-do` — Not sure which skill to use? The router matches any sales objective to the right skill. ## Examples ### Example 1: Solo seller setting up Calendly for discovery calls **User says**: "I'm a solo AE and need to set up Calendly for booking discovery calls with inbound leads." **Skill does**: 1. Recommends Calendly Standard plan for a solo seller 2. Walks through creating a 30-min discovery call event type with proper title, description, and branding 3. Configures availability — working hours, 15-min buffer, 4-hour minimum notice, 2-week rolling window 4. Sets up Zoom integration for auto-generated meeting links 5. Creates a reminder workflow (24hr email + 1hr email) to reduce no-shows 6. Connects to CRM and adds booking link to email signature **Result**: Fully configured Calendly with booking page, reminders, calendar sync, and CRM integration — ready to share with prospects ### Example 2: Team configuring round-robin with Chili Piper for inbound demos **User says**: "We have 8 AEs and need to route inbound demo requests from our website form to the right rep." **Skill does**: 1. Recommends Chili Piper Concierge for highest inbound conversion 2. Designs routing rules: by territory first, then weighted round-robin within territory 3. Configures Instant Booker on the website form — prospect books immediately after form submission 4. Sets up Handoff flow for SDR-qualified leads to book on behalf of AEs 5. Integrates with Salesforce for account-owner routing on existing accounts 6. Creates reporting dashboard for meetings booked per rep, conversion rate, and no-show rate **Result**: Automated inbound routing that qualifies, routes, and books meetings in one flow — no manual rep assignment needed ### Example 3: Reducing no-show rate from 25% to under 15% **User says**: "Our demo no-show rate is 25%. How do I fix this?" **Skill does**: 1. Benchmarks 25% as high (target <15%, great is <10%) and identifies the improvement opportunity 2. Audits current reminder setup — likely missing reminders or sending only one 3. Implements a 3-touch reminder sequence: 24hr email with agenda, 1hr email with meeting link, 5-min SMS 4. Adds a "pre-meeting hook" — send a personalized prep doc or relevant case study 24hr before to increase perceived value 5. Creates a no-show recovery workflow: auto-send "missed you" email at 5 min past, include one-click reschedule link, follow up next day 6. Recommends tracking no-show reasons in CRM to identify patterns (specific days, times, lead sources) **Result**: Multi-touch reminder sequence, pre-meeting value delivery, and automated no-show recovery workflow — targeting <15% no-show rate within 30 days ## Troubleshooting ### High no-show rate (>15%) **Cause**: Missing or insufficient reminder sequences, low perceived meeting value, or too much time between booking and meeting **Solution**: Implement a 3-touch reminder sequence (24hr, 1hr, 5-min). Add a pre-meeting value hook — send a relevant case study or personalized agenda 24hr before. Shorten your rolling availability window from 3+ weeks to 2 weeks to reduce the gap between booking and meeting. Track no-show rates by day of week and time of day to identify patterns — Tuesday-Thursday 10am-3pm typically has the lowest no-show rates. ### Low booking page conversion (<20%) **Cause**: Too many form fields, unclear meeting value, poor page design, or friction in the booking flow **Solution**: Reduce form fields to name + email only (add qualifying questions only if you're filtering out bad-fit prospects). Rewrite your booking page title and description to focus on what the prospect gets ("See how [Company] reduced churn by 30% — 30-min walkthrough") rather than what you want ("Schedule a demo"). Ensure timezone auto-detection is working. Test on mobile — 30%+ of bookings happen on phones. If using a redirect link, switch to an embedded scheduler to reduce drop-off. ### Double-booking issues **Cause**: Calendar sync not configured properly, multiple scheduling tools not connected, or personal calendar not linked **Solution**: Verify bi-directional calendar sync is active (not just one-way). If using multiple scheduling tools (e.g., Calendly for inbound + Yesware for outbound), ensure both check the same calendar for conflicts. Link personal Google/Outlook calendars in addition to work calendar so personal appointments block availability. Set buffer time (10-15 min) between meetings to prevent back-to-back bookings from overlapping due to meetings running over.