How to Automate Missed Meeting Rebooking and Cancel Follow-Up Series Automatically

Drew Ross: Hey everybody, my name is Drew and today we're going to talk about how to automate the process of getting meetings rebooked when somebody misses a call using a series and a scheduler and how VipCloud can have the reminder series automatically cancelled when the meeting is booked. So, picture like like we're going to mainly frame this around a a scenario of somebody missing a meeting. You want to send them a series to rebook and you want this to all be automatic, especially for for for sales professionals that uh that have a lot of meetings. Some people could just be flaky and you want to be able to um get those people back on your calendar, but it can be labor intensive, especially if you have a couple of meetings every single week that reliably fall through. That can be a lot of follow-up work. And now a lot of systems can still send series uh or any kind of whatever they call it workflow automations to get people to freebook. But what's kind what's unique here is that your series can automatically be cancelled when they rebook.

Drew Ross: So that's saving you uh a whole bunch of headaches. It's saving you from that manual work of having to remember every single time that somebody rebooks to go in and cancel that series. Just, you know, there's a lot of clicks right there. It's relying on your on your memory to to do that. So, even the most diligent among us will still have some of those fall through the cracks once in a while, which then leads to poor experience for your uh for your prospect because they rebooked. And then why are they still getting harassed to book again? So it's going to alienate them. It's going to frustrate them and feel like they're not being listened to. So uh lose lose is what that is. So how can we help you with that? Well, first of all, you're going to need two components here. You're going to need your follow-up series to to rebook and you're going to need youruler link to be made. So, uh, these are two things that for the purposes of this video, we're going to assume that you're familiar with how to do this.

Drew Ross: We're not going to go into the details of that, but in the help article that is going to accompany this video, we're going to be sure to link those help videos for how to do each of those. So, if you're not sure, if you still have questions about that, check those videos out. And um yeah and and so let's walk through how we can go about doing this. So first of all there are actually two different places that you can set something like this up. So you can do it from the automation side or from from the scheduler side and you can also do it from the series side. We're going to walk through how to do both of these. So this is all going to be done under the automation section of the sidebar. So you click on automation and we're going to click on schedulers. And so we're going to be doing all of this around our schedule a discovery calluler here. So you go locate your scheduleuler card. You click on the pencil icon to edit it and then there's that automations tab.

Drew Ross: So you click on that and you can just simply create an automation for thisuler that cancels a series. So you click on that create automation button in the section that says trigger automations when someone signs up and we can see there's a whole bunch of options here including remove from series. So you click on remove from series and also again remember that in this example we're going to assume that you've already made that series template so that we can actually uh associate that series template with thisuler. So where it says choose series template click on that you find yours. In this case, we got missed meeting followup. Save automation. And there we go. We've now got this cancel series automation that basically every single time that somebody books a meeting using thisuler link, our system is going to check to see, hey, is this missed meeting follow-up series going on for this contact right now? If it is, we're going to cancel it. So, there we go. That's how you can set it up from here.

Drew Ross: I'm going to delete this automation because we're going to then head over to our series and just see how you can do the same thing effectively from that angle over there. It both does it both has the same effect. Just a matter of your particular preference. So, we've got this series series templates missed meeting followup. You can see right here that this is, you know, it's an example uh it's an example of what what you might use if you're um if you're looking to rebook people who are missing your meetings, you know, sending an email, sending a text, going back and forth. So up here, you see this checkbox. It says recipient booked or I should take a step back. You can see right over here like cancel unprocessed steps for contacts if and then this check box right here it says so it's like if recipient booked a meeting on auler. So you check that box right there. You choose youruler. We've got our schedule a discovery call scheduler that we were using in the example and save series template.

Drew Ross: And there we go. Now we've got our series set to cancel if somebody books using that link. Now, of course, you're going to need to make sure that you are linking those uh like that particular scheduleuler in your series that you are sending to these people. So, that's also of course one key part of this, making sure that that's what's referenced in those templates. But, uh once you've got all those dots connected, then this is going to work swimmingly. And so as an example, just to kind of walk through this what this looks like in the real world, um let's just go into a contact. So, you know, we're probably going to be uh like, let's say we're, you know, day in the life of a of a sales rep here. We are all excited. We're going to be talking to somebody about a great business opportunity. Uh, and then lo and behold, they just don't show up. It happens, unfortunately. And so, you're probably going to be looking on their contact record, catching yourself up, getting ready for that call.

Drew Ross: And so, uh, what happens when it's clear that we need to reschedu this call and uh, and they are like a no-show, no, you know, they don't they don't tell us that they're not going to be making it. Um, you can then launch your series from say like this contact record. Few different places you can go about doing that. We can see that we've got our series card on that contact record and the plus button right there. We can click on that, choose series template, select our missed meeting followup. We can hit preview series and here's what we were looking at. And we can even confirm right here this little checkbox, cancel and process steps for contacts if they have booked a meeting. Fantastic. We're going to start this series now. And if you've got a series that's like this, what we've got here where it's doing just email, text, email, text, email. It's not even like asking, you know, like I haven't set it up where it's going to set a task for me to call.

Drew Ross: This is going to just run its course. I don't even have to lift a finger and um I'll just wait to see if this person puts a puts an appointment on my calendar in the like as this is running um or not. But this we're we're letting the automation just completely run on its own to hopefully rebook this person and get them back on my calendar. Uh, another way that you can go about launching a series too would be just, you know, this doesn't even have to be on the contact record. Like, let's say you've you've moved on. You're not even looking at that person's record. We're going to we're just going to try to rebook with this person. Well, you can just hit this plus button up here and then in the upper right corner, click on series. Make sure that contact is selected. And all you have to do is select the contact, select the series, you know, miss meeting follow-up, go to preview series, and it's the same from there as what we were just looking at. So, I think this is a really really cool way to uh really really cool way to automate something that is kind of a headache for a lot of a lot of sales professionals. you know, people miss meetings. It's really uh it's really labor intensive to manually have to follow up with people. And um I think a lot of people in sales just kind of wind up dragging their feet about it and probably are not going to follow up as diligently as they probably should. And these are real missed opportunities. And so I think that by getting something like this set up, it lets you be a more effective sales professional with only a little bit of prep to put this all together. And then you just click a few buttons and you let Viploud's automation handle it from there and hopefully get you more conversations on your calendar so you can work your magic.