If you run product demos—whether you’re in sales, customer success, or product—you know the pain of juggling schedules, chasing replies, and dealing with calendar mishaps. This guide is for anyone who wants to keep demo scheduling simple and reliable, using Superhuman without drowning in clutter or overcomplicating things. No magic bullets here, just what actually works.
1. Get Your Calendar Set Up Right (Don’t Skip This)
Before you even think about sending demo invites, make sure your calendar is synced and clean. Superhuman pulls in your calendar, but if you’ve got five old calendars or double-booked slots, you’re setting yourself up for headaches.
Do this: - Connect your main work calendar—Google or Outlook—during Superhuman onboarding. If you skipped it, go into settings and link it now. - Turn off visibility for random old calendars (birthdays, holidays, your abandoned side project). - Rename your calendar to something clear, like “Demos – [Your Name/Team].” This helps with clarity when sharing links or invites.
What to ignore:
You don’t need to color-code everything or set up fancy automations. Just make sure your real availability shows up.
2. Use Superhuman’s Scheduling Links—But Don’t Blindly Trust Them
Superhuman offers built-in scheduling links, much like Calendly. These are great for cutting down on back-and-forth emails. But, like any tool, they only save time if your calendar is actually up to date.
How to make scheduling links work for you: - Set up your default availability (your true demo slots, not “any time I’m breathing”). - Share links only when you want people to book themselves. If you’re working with high-touch clients, sometimes a personal email is better. - Update your availability if your week changes. If you’re out for training or have a product launch, block those times off.
Pro tip:
Schedule some buffer around demo slots. If you go back-to-back all day, you’ll lose your mind.
What to ignore:
Don’t send the same old link to everyone forever. Review it every so often. Nothing’s weirder than a prospect booking a 7am call you forgot was still open.
3. Master Templates for Faster (and Saner) Outreach
If you’re typing out the same “Hey, let’s schedule a demo!” email over and over, you’re wasting your own time. Superhuman’s Snippets let you create canned responses or invites that you can drop into any email.
Best practices for Snippets: - Write a short, friendly template. Example:
Hi [Name],
I’d love to show you how [product] can help your team. You can grab a demo time here: [insert scheduling link].
If none of these work, just reply with a few options and I’ll make it happen.
Looking forward to it, [Your Name]
- Create versions for different situations: new leads, follow-ups, last-minute rebooks.
- Personalize—don’t go full robo-email. Add a line or two that shows you actually read their message.
What to ignore:
Don’t waste time making 10 variations nobody uses. Start with one or two solid Snippets and improve as you go.
4. Keep Track of Who’s Booked, Who’s Ghosted, and Who Needs a Nudge
Even with the slickest scheduling links, people will still drop the ball. Superhuman’s split inboxes and reminders are your friends here.
Set up your inbox for sanity:
- Create split inboxes or labels for:
- “Demo requested”
- “Demo booked”
- “No response”
- Use Superhuman’s Remind Me feature to boomerang emails back if someone hasn’t booked after a few days.
How to avoid chaos: - After sending a demo invite, hit Remind Me for 48-72 hours. If they don’t book, you’ll see it again and can follow up. - Move people out of your “hot” inbox once they’ve booked or gone cold, so you’re not chasing ghosts.
Pro tip:
This works way better than trying to remember who’s scheduled what in your head or a messy spreadsheet.
What to ignore:
Don’t try to track everything with a CRM and your inbox and sticky notes. Pick one place—Superhuman’s inbox is fine for most people.
5. Confirm, Remind, and Reduce No-Shows
People are busy and forgetful. A little confirmation goes a long way toward making sure they show up.
What actually works: - After a prospect books, send a quick personal confirmation. (A Snippet can help here.) - Day before the demo, send a short reminder email. If Superhuman’s Remind Me brings it back to you, use that as your trigger. - If you can, add a calendar invite (Superhuman lets you send these directly).
What doesn’t matter:
You don’t need elaborate, multi-step reminder flows. A friendly nudge 24 hours before is usually enough.
6. Handle Reschedules and Cancellations Gracefully
Stuff happens. You’ll get reschedule requests, late cancels, or the dreaded no-shows.
How to deal: - Reply quickly and offer your next available slots (ideally using your scheduling link). - Don’t guilt-trip people for canceling—just make it easy to pick a new time. - If someone no-shows twice, it’s okay to move on. Not every “hot” lead is worth chasing forever.
Pro tip:
Superhuman doesn’t have built-in auto-rescheduling, but your scheduling link does the job. Keep it handy.
What to ignore:
Don’t waste time sending lengthy apologies or explanations. Keep it simple, polite, and move on.
7. Review and Improve (Don’t Overthink It)
Every month or so, take a minute to see what’s working and what’s not.
Ask yourself: - Are people booking demos easily, or is there lots of back-and-forth? - Are you getting double-booked or missing meetings? If so, your calendar settings need a tune-up. - Are you spending too much time on demo scheduling? If so, try to automate or template more.
What to ignore:
Don’t aim for “perfect.” If your system basically works and you aren’t losing sleep, it’s good enough.
Wrapping Up: Keep It Simple, Tweak as Needed
Demo scheduling isn’t rocket science, but it can eat more time than you realize if you let it. Superhuman’s tools can save you hours, but only if you set them up thoughtfully and don’t try to automate away all the human parts. Start small, focus on clear communication, and don’t be afraid to adjust your process if something’s not working.
The best system is the one you’ll actually use. Keep things simple, and revisit your approach once in a while. That’s it.