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📅December 20, 2025

Automated scheduling system: Book demos effortlessly

How to set up a scheduling system that captures leads automatically and sends reminders.

SchedulingAutomationLeadsCRM

How much time do you waste coordinating appointments via email? "Does Tuesday work?" "No, Thursday is better" "What time?" "I can't do that day anymore"... An automated scheduling system eliminates this back-and-forth.

The Manual Scheduling Problem

  • **Wasted time**: 15-30 minutes per appointment coordinating schedules
  • **No-shows**: Client forgets the appointment, no reminder
  • **Double booking**: Two clients at the same time
  • **No tracking**: You don't know if the lead scheduled or was lost

    • The Solution: Integrated Scheduling System

    With our scheduling system integrated into your sales flow:

    For the Client

  • See your real availability
  • Choose a convenient time
  • Receive immediate confirmation
  • 24h reminder before

    • For Your Team

  • Calendar always updated
  • Leads captured automatically
  • Appointment history per client
  • Conversion metrics

    • How the Integration Works

  • **Client requests demo** → We send scheduling link
  • **Client schedules** → Webhook notifies our CRM
  • **Lead updates** → Status changes to "Demo scheduled"
  • **Automatic reminder** → Email 24h before
  • **Post-demo** → Follow-up in CRM

    • Measurable Benefits

    | Metric | Without system | With system |

    |--------|----------------|-------------|

    | Time per appointment | 20 min | 0 min |

    | No-shows | 40% | 10% |

    | Lost leads | 30% | 5% |

    | Appointments/week | 10 | 25+ |

    Typical Configuration

    Appointment Types

  • 30-minute demo
  • 1-hour consultation
  • 15-minute technical support

    • Availability

  • Monday to Friday, 9am-5pm
  • Client's timezone
  • Holiday blocking

    • Reminders

  • Immediate confirmation email
  • 24-hour reminder
  • Reschedule option

    • CRM Integration

    The magic is in the integration:

  • New lead → Created in CRM automatically
  • Existing lead → Status updated
  • Cancelled appointment → Notification to sales
  • Completed appointment → Follow-up scheduled

    • How Much Does It Cost?

    The scheduling system comes **included** with our systems.

    No extra charge for:

  • Unlimited appointments
  • Automatic reminders
  • CRM integration
  • Multiple calendars

    • ---

    **Ready to automate your scheduling?** [Request information](/solicitar) and we'll show you how to set it up.

    Have questions about this article or our systems?

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