If you’re drowning in back-and-forth emails trying to book sales meetings, you’re not alone. Most salespeople hate chasing prospects just to nail down a time. If your team uses Hellorobin, you can actually automate a lot of that pain away—if you set it up right. This guide is for anyone who wants less hassle, fewer no-shows, and more time actually selling.
Let’s cut to the chase: Hellorobin’s meeting scheduling isn’t magic, but it can save you a ton of time if you set it up properly. Here’s how to get it working for real sales teams—not just marketing demos.
1. Get the Basics Ready
Before you even open Hellorobin, do yourself a favor and get your calendar life sorted out. Meeting scheduling tools are only as good as the calendars they talk to.
You’ll need:
- A Google, Outlook, or other supported calendar (whichever you actually use for work)
- Your work email connected to that calendar
- Permission to install apps or connect integrations (sometimes IT locks this down)
Pro tip:
If your calendar is a mess of personal appointments and random reminders, clean it up first. Double bookings will make you look unprofessional, and you’ll hate yourself later.
2. Connect Your Calendar to Hellorobin
Alright, now open Hellorobin. The first thing you should do is connect your calendar so the system knows when you’re actually available.
Steps:
- Go to Settings > Integrations.
- Click "Connect Calendar."
- Choose your provider (Google, Outlook, etc.).
- Log in and grant access. Don’t overthink this—Hellorobin only needs to see your free/busy times, not your diary.
- Double-check that the right calendar is selected. If you have multiple calendars, pick the one you really use for meetings.
What works:
The calendar sync is pretty reliable. Changes on your calendar usually show up in Hellorobin within a minute or two.
What doesn’t:
If you’re trying to sync multiple calendars (work and personal), things can get messy. Stick to one for sales stuff.
3. Set Up Your Meeting Types
Not all meetings are created equal. A discovery call is not the same as a demo, and both are different from a contract review. Hellorobin lets you set up multiple “meeting types” with their own durations and rules.
Why bother?
- Prospects don’t want to pick a random 60-minute slot for a 15-minute intro.
- You’ll look more professional if you offer clear, easy-to-understand options.
How to do it:
- Go to “Meeting Types” in Hellorobin.
- Create a new type for each common sales meeting (e.g., Discovery Call, Demo, Follow-up).
- Set the duration (don’t default everything to 30 minutes out of laziness).
- Add a short description. Keep it simple—“Let’s chat about your needs and show you what we do” is enough.
- Set buffer times if you don’t want meetings back-to-back (trust me, you don’t).
Pro tip:
Don’t load your calendar with 10 different meeting types. Stick to the ones you actually use.
4. Define Your Availability (and Protect Your Sanity)
Nobody wants to get booked at 7am on a Monday or during their lunch break. Hellorobin lets you set your working hours and control when meetings can be booked.
Steps:
- In each meeting type, set your availability (e.g., weekdays, 9am–5pm).
- Block out time for lunch, deep work, or anything you actually need to get done.
- Decide how far in advance people can book. (Pro tip: 24-hour notice saves you from surprise meetings.)
What to ignore:
Don’t bother with “advanced rules” unless you’re a power user. Simple is better.
5. Customize Your Booking Page
This is what your prospects will see, so make it look decent—but don’t obsess over brand colors. Focus on clarity.
Key things to tweak:
- Add your name, photo, and a quick intro (“Book time with Sam from Acme”).
- Keep instructions simple. No one reads fine print.
- Set up email notifications and reminders—these really do cut down on no-shows.
Pro tip:
Test your booking link yourself. See what your prospects see. If it’s confusing or ugly, fix it.
6. Add the Booking Link to Your Sales Workflow
Don’t just stick your booking link in your email signature and call it a day. Think about when and how you send it.
Where to use it:
- In your first outreach email (“Pick a time that works for you”)
- After qualifying a lead (“Ready to chat? Here’s my calendar.”)
- Embedded on your website or landing page (for inbound prospects)
What works:
Being direct. Prospects appreciate not having to guess when you’re free.
What doesn’t:
Forcing every prospect to book—some people still want to talk to a human first. Use your judgment.
7. Automate Reminders and Follow-ups
Let’s be honest: no-shows are just part of sales. But reminders help. Hellorobin can send automatic email (and sometimes SMS) nudges before the meeting.
Set up:
- Go to Notifications.
- Turn on email reminders for both you and the prospect (24 hours and 1 hour before is a good combo).
- If you get a lot of no-shows, consider adding SMS reminders—but only if you’re sure your prospects won’t find it spammy.
Pro tip:
A short, friendly reminder (“Looking forward to our call tomorrow!”) works better than a generic “You have a meeting scheduled.”
8. Sync Notes and Results Back to Your CRM
If your meetings don’t end up in your CRM, did they even happen? Hellorobin can push meeting outcomes, notes, and contact info back to Salesforce, HubSpot, or other common CRMs.
How to do it:
- Connect your CRM in Hellorobin’s integrations.
- Map the meeting data to the right fields (company, contact, meeting notes).
- Test with a fake meeting before you trust it with real leads.
What works:
Basic info syncs well. Don’t expect miracles—sometimes custom fields don’t match perfectly.
What doesn’t:
Using the “auto-sync everything” feature without double-checking. Always spot-check your CRM to catch any weirdness.
9. Track What’s Actually Working
Once you’re up and running, see which meeting types get booked the most, and which ones lead to sales. Hellorobin has basic analytics, but don’t expect deep insights.
Look for:
- Which meeting types have the highest no-show rates?
- Are certain time slots always empty?
- Where do bookings drop off in your funnel?
Ignore:
Vanity metrics like “total meetings booked” if your close rate is still low. Focus on what actually moves the needle.
10. Keep It Simple and Iterate
You don’t have to get every feature perfect on day one. In fact, you’ll probably change your setup after a few weeks of real-world use. Start with the basics, see what’s working, and tweak as you go.
Remember:
- The goal is to book more meetings with less effort—not to impress your boss with fancy automation.
- If something isn’t saving you time, ditch it.
- Ask your team how the process feels. If it’s clunky, fix it.
That’s it. Setting up meeting scheduling in Hellorobin doesn’t need to be complicated. Focus on what actually helps you spend more time talking to prospects and less time playing calendar Tetris. Start simple, fix what’s broken, and don’t get distracted by shiny features you’ll never use. Happy selling.