If you spend even a chunk of your week wrangling client meetings, you know the drill: back-and-forth emails, last-minute schedule changes, tech headaches, and the constant worry that someone’s going to fumble the screen share. If you’re using or considering Crankwheel as your meeting tool, this guide’s for you. I’ll walk you through what actually works for scheduling and managing client meetings with Crankwheel, what you can skip, and a few pitfalls to watch out for—no buzzwords, just practical advice.
Why Use Crankwheel for Client Meetings?
Before we get tactical, let’s set expectations. Crankwheel isn’t a do-everything platform. It’s good at what it does: quick, no-download screen sharing that works in a browser, even on mobile. That’s a big deal if your clients aren’t tech wizards or don’t want to mess with app installs. But don’t expect it to replace your whole CRM or calendar system. Think of it as a straightforward tool for running smooth, on-the-fly client meetings—especially demos, quick consults, or support calls.
Step 1: Set Up Crankwheel for Easy Use
Don’t start scheduling meetings until you’ve got the basics locked down. Here’s what to do:
- Create your account and set up branding. Get your logo and company name in there. It looks more professional and reassures clients who don’t recognize the Crankwheel brand.
- Save your default settings. Set your meeting preferences—screen sharing options, waiting room messages, and so on. Don’t leave clients guessing.
- Test it yourself. Seriously, run a fake meeting with a friend or a second email address. Try it on desktop and mobile. Know what your clients will see, so you’re not fumbling live.
Pro Tip: The Chrome extension is handy if you’re always in your browser. But if you’re not a Chrome person, the web version works fine.
Step 2: Scheduling—Keep It Simple
Crankwheel doesn’t have a built-in calendar or scheduling system. You’ll need to use your existing calendar (Google, Outlook, etc.) or a scheduling tool like Calendly or OnceHub. Here’s how to keep things smooth:
- Send the meeting link ahead of time. If you’re using a scheduler, bake the Crankwheel link into your invites. Otherwise, pop it into your calendar event or a reminder email.
- Avoid the “here’s my Zoom/Teams/Crankwheel/Join.me” confusion. Pick one tool for screen sharing and stick to it. Too many options = missed connections.
- Clarify what Crankwheel is. Some clients get nervous about unfamiliar links. A line like “This is a simple screen share—no downloads needed, just click the link” heads off confusion.
- Double-booking? If your team is sharing a Crankwheel account, use a shared calendar to avoid overlapping demos. Crankwheel lets you add users, but don’t cheap out and try to run everything from one login.
What to skip: Don’t bother sending Crankwheel links days in advance if your meetings often reschedule. Wait until an hour or two before—people lose links, or the meeting moves anyway.
Step 3: Prepping for the Meeting
Preparation is the difference between a smooth call and a mess. With Crankwheel, a little extra prep goes a long way:
- Prep what you want to show. Have your browser tabs or windows ready. Crankwheel can share an entire screen, a browser tab, or an application. Pick what’s least likely to leak something embarrassing (we all have those tabs).
- Check your connection. Crankwheel is lightweight, but if your Wi-Fi is spotty, screen sharing will lag or freeze. Hardwire in or get close to your router.
- Have a backup plan. Sometimes browsers block screen sharing, or clients can’t figure out how to unmute themselves. Keep your phone handy for a quick voice call, and have a PDF or screenshot ready to email if all else fails.
Pro Tip: If you’re demoing something that needs audio (like a video), Crankwheel can’t share system sound. You’ll need to use a different tool or send the video link separately. Don’t fight the tool—work around its limits.
Step 4: Starting the Meeting
Here’s how to get things rolling without losing people in the first minute:
- Send the link at the right time. If your client is habitually late, wait until they show up on chat or call before sending. Otherwise, send a few minutes before start time.
- Greet and orient. When they join, give a quick “You should see my screen—let me know if not.” Don’t assume silence means everything’s working.
- Keep it interactive. Crankwheel lets clients request control, highlight things, or ask questions in chat. Encourage this—otherwise you’re just talking at them.
What to ignore: Don’t get hung up on all the bells and whistles. Most meetings need a screen share and a way to talk, nothing more. If you’re spending more time setting up polls or integrations than prepping your demo, you’re doing too much.
Step 5: Managing During the Meeting
This is where most meetings go off the rails. Here’s how to stay on track:
- Watch for confusion. Lag, freezes, or browser pop-ups can throw clients. Pause often: “Still with me?” or “Can you see this?” goes a long way.
- Use the preview. Crankwheel shows you what your client is seeing. Glance at it to avoid showing the wrong tab or app.
- Don’t be afraid to restart. Sometimes the screen share gets stuck. Just stop and resend the link. It happens. Don’t apologize for the tool—just fix it fast.
- Take notes. Crankwheel meetings aren’t recorded by default. If you need a record, jot notes or use a separate recorder (with permission, obviously).
Pro Tip: If you’re running back-to-back meetings, have a “reset” routine: close confidential tabs, clear notifications, refill your water. Small stuff, big difference.
Step 6: Wrapping Up and Following Through
Don’t just hang up and disappear. The end of the meeting is where most client relationships are made—or broken.
- Summarize next steps. “I’ll send you the proposal by tomorrow” is better than “I’ll follow up soon.”
- Send a recap email. Include links, a summary, and anything you promised to deliver. Drop in the Crankwheel link for future meetings to reinforce the process.
- Ask for feedback. Don’t rely on “no news is good news.” A quick “Was the screen share easy on your end?” helps you catch issues before they become habits.
What to skip: Don’t spam clients with post-meeting surveys unless you have a real reason. One follow-up, that’s it.
Troubleshooting: Common Issues (and How to Fix Them)
Let’s be real—live meetings always have hiccups. Here’s what you’ll actually run into:
- Client can’t see your screen: Have them refresh the link, or resend it. If that fails, check if their browser is up-to-date.
- Audio confusion: Crankwheel is screen share only—voice needs to happen over the phone or another call platform. Make sure everyone knows this up front.
- Mobile weirdness: Crankwheel supports mobile viewers, but the experience varies. Test it. If a client’s struggling, suggest switching to desktop if possible.
- Security blockers: Some corporate firewalls or browsers block screen sharing. If you hit a wall, offer a static screenshot or reschedule—don’t burn 20 minutes troubleshooting live.
Pro Tip: Make a simple “meeting checklist” to send ahead—browser up to date, phone handy, no VPN/firewall blockers. Saves you headaches.
What Not to Bother With
A few things sound nice on paper, but usually aren’t worth your time:
- Fancy integrations. Unless you’re running a big sales team with automated follow-ups, plugging Crankwheel into your CRM is overkill for most.
- Analytics dashboards. If you’re just trying to run smoother meetings, you don’t need to obsess over “engagement metrics.” Focus on actual client feedback.
- Over-customizing. Branding is good, but don’t waste hours tweaking colors and messages. Clients care about clarity, not your hex codes.
Keep It Simple (and Iterate)
Running better client meetings isn’t about chasing every new feature or tool—it’s about making the basics seamless. Crankwheel does a few things well: fast, no-fuss screen sharing that works for almost anyone. Use it for what it’s good at, pair it with a solid scheduling process, and don’t overcomplicate things. Try one or two tweaks from this guide, see what sticks, and adjust as you go. The best process is the one you’ll actually use.