Sales reps spend way too much time chasing people for meeting times. If your calendar looks like a game of Tetris and your inbox is full of “Does 2pm work?” messages, you’re not alone. The good news: this is exactly the kind of tedious task you can automate. This guide is for sales folks who’d rather be closing deals than playing email ping-pong.
Let’s walk through how to use Referin to automate your meeting scheduling, what works, what’s worth skipping, and where to watch out for potholes.
Why bother automating meeting scheduling?
You already know the pain:
- Endless scheduling emails waste time.
- Prospects drop off when it's hard to find a slot.
- Double-bookings make you look sloppy.
- Manual reminders? Forget it (literally and figuratively).
Automating this junk saves time, keeps your pipeline moving, and lets you focus on actual selling—not playing secretary.
What is Referin, and why use it?
Referin is a tool that connects your calendar, lets prospects book meetings directly, and handles reminders and follow-ups automatically. If you’ve used Calendly or similar tools, you get the idea, but Referin is built with sales workflows in mind.
What makes it useful for sales:
- Calendar integration: Syncs with Google and Outlook, so no double-booking.
- Custom availability: Show only the times you want.
- Reminders & buffers: Less “no-shows,” more sanity.
- CRM-friendly: Pushes info to your deal pipeline.
What it doesn’t do:
- Won’t magically get leads to say yes. (You still have to sell.)
- Not a replacement for a CRM—it just fits alongside.
- Can’t read your mind. You’ll need to set it up right.
Step 1: Connect your calendar (don’t skip this!)
Before you touch anything else, link your main work calendar. If you skip this, you’ll end up double-booked and frustrated.
How to do it: - Log in to Referin. - Go to Settings > Calendar Integration. - Pick your provider (Google or Outlook). - Approve the permissions. Yes, it’s annoying, but you have to do it. - Choose which calendar(s) to sync. If you have a personal and a work calendar, only pick the one you want prospects to see.
Pro tip:
If you’re paranoid about privacy, create a dedicated “Meetings” calendar on Google and just sync that. Keeps your dentist appointments out of sight.
Step 2: Set your availability (be honest with yourself)
This is where most people mess up. Don’t show your whole work week unless you really want to take meetings at 8am or during your lunch break.
Here’s what works: - Block out focus time or travel in your calendar—Referin will respect these. - Set your real availability (e.g., 10am-12pm and 2-4pm M-F). - Use buffer times (e.g., 15min before/after meetings) to avoid being slammed.
What to ignore: - “All day” availability. You’ll burn out. - Overly aggressive slots (like 15min meetings back-to-back all day). You’re not a robot.
Step 3: Create a booking link that doesn’t suck
Referin lets you create different types of booking links—think Demo Calls, Discovery, or whatever fits your sales process.
Best practices: - Name your link clearly: “30-Minute Sales Call with [Your Name]” - Limit the meeting types to what you actually use. Too many options = confusion. - Add a short intro so prospects know what to expect (“We’ll discuss your goals and see if we’re a fit.”)
What to ignore: - Endless intake forms. One or two questions max (like “What do you want to talk about?”). Nobody wants homework before a call.
Pro tip:
Test your link. Book yourself. Make sure it works on mobile. You’d be surprised how many reps send broken links.
Step 4: Share your link (strategically)
Just dumping your booking link in a cold email screams “I’m too busy for you.” Use it at the right point in your sales flow.
When it works: - After you’ve had a warm conversation. - In your email signature for folks who want to self-serve. - As a fallback when the back-and-forth gets silly (“Here’s my calendar—grab whatever works for you.”)
When to avoid: - First touch with a prospect. It feels impersonal. - When someone specifically asks for your availability (“I’m free Thursday at 2pm”)—just respond to that.
Step 5: Automate reminders and follow-ups
No-shows are a pain. Referin lets you set up automatic emails or SMS reminders.
How to set it up: - Go to your meeting type settings. - Turn on reminders: usually 24 hours and 1 hour before the meeting is enough. - Customize the message (“Looking forward to our call. Here’s the Zoom link.”) - Enable follow-ups: a quick “Sorry we missed you” if someone flakes.
Pro tip:
Keep reminders short and friendly. Don’t guilt-trip people; just make it easy to show up.
Step 6: Push meetings to your CRM (if you care about tracking)
If your sales manager insists on “visibility,” connect Referin to your CRM (Salesforce, Hubspot, etc.). This way, every booked meeting shows up in your pipeline.
What works: - Automatic logging means fewer manual updates. - Attach notes or outcomes after the call.
What to ignore: - Overcomplicated CRM fields. Stick to what matters: date, contact, meeting type, notes.
If you’re a solo rep or don’t use a CRM, skip this step and don’t feel bad about it.
Step 7: Test the workflow (before you brag about your automation)
Don’t roll this out to prospects until you’ve run through it yourself.
Checklist: - Book a test meeting. Did it show up on your calendar? - Did you get the right reminders? - Was the booking link easy to use from your phone? - If you’re syncing with a CRM, did it log the meeting?
Fix anything that’s confusing or broken. Your prospects will thank you.
What works, and what to watch out for
What works well: - Cuts back on back-and-forth emails. - Makes you look organized (even if you’re not). - Reduces no-shows with reminders. - Frees up your brain for actual selling.
What falls flat: - Too many meeting types = analysis paralysis for prospects. - Booking links in cold outreach feel spammy. - Syncing personal and work calendars gets messy fast.
What to ignore: - Fancy integrations you’ll never use. - Over-customizing every email template. Done is better than perfect.
Real talk: Things Referin can’t fix
- If your calendar is a disaster, automation just makes it a faster disaster.
- Prospects who don’t want to book won’t suddenly change their minds.
- You still need to prep for meetings—automation won’t do your homework.
Keep it simple, and iterate
Automating your meeting scheduling with Referin isn’t magic, but it does make your life easier—if you keep things simple. Set up your calendar, pick the slots you actually want, and use your link when it makes sense. Don’t waste time on bells and whistles you’ll never use.
Start basic, fix what’s broken, and adjust as you go. The goal isn’t perfection—it’s to get out of your own way and spend more time selling.