If you're in sales, you already know: getting a meeting booked with a prospect shouldn't be this hard. Email ping-pong. Scheduling headaches. Someone goes dark. It's a mess. If you're looking for a real way to automate meeting scheduling—without switching between apps all day—this guide is for you. We'll walk through using Revenuegrid to cut out the back-and-forth and actually book more meetings, minus the hassle.
Why bother automating meeting scheduling?
Let’s be honest: nobody enjoys the endless “What time works for you?” game. It's a time suck, prospects get annoyed, and you lose momentum. Automating scheduling means:
- Less admin work for you
- Fewer dropped prospects
- A smoother, more professional experience for your buyers
But not all tools are created equal. Revenuegrid promises to make scheduling seamless—especially if you already live in your inbox and CRM. Does it deliver? Let’s get into it.
Step 1: Get Revenuegrid set up with your calendar and email
First things first: you can’t automate anything if you’re not connected. Revenuegrid plugs into your email and calendar (Outlook or Gmail, usually), so it can actually read your availability and send invites.
What you need: - A Revenuegrid account (paid, usually—you can’t do much with a free trial) - Access to your work email and calendar
How to connect: 1. Log in to Revenuegrid. 2. Head to your profile or settings. 3. Find the integrations section. Choose your email/calendar provider (Microsoft 365, Google, etc.). 4. Follow the prompts to connect—yes, you have to grant permissions. That’s how it works. 5. Make sure it’s syncing: check that your meetings and availability show up in Revenuegrid.
Pro tip: If you’re using multiple calendars (work, personal), make sure you connect the right one—or both—so you don’t double-book yourself.
What could go wrong? - Company security policies might block access. If you hit a wall, talk to IT early. - Sync delays sometimes happen—wait a few minutes, then refresh.
Step 2: Set your meeting preferences and availability
Revenuegrid can’t read your mind. If you want to avoid getting booked at 7am, you need to tell it when you’re available.
To set this up: 1. Go to the “Meeting Scheduling” or “Calendar Settings” section. 2. Block out your work hours—be realistic. 3. Add buffer times if you want breaks between meetings. 4. Mark off no-go dates (vacation, holidays) so Revenuegrid doesn’t book you.
Why bother with buffers? Back-to-back meetings look productive on paper, but they’re exhausting. Adding a 10-15 minute gap helps you regroup (or at least grab a coffee).
What to ignore: - Don’t overthink the “advanced rules” unless you have a weird schedule. - You don’t need to label every minute of your day—just set the basics.
Step 3: Create and customize your meeting types
Not all meetings are the same. Revenuegrid lets you set up different meeting “types”—like 15-min intro calls, 30-min demos, or whatever you need.
How to do it: 1. In Revenuegrid, find the “Meeting Types” or “Templates” section. 2. Click “Create new.” 3. Set: - Name (e.g., “Discovery Call”) - Duration (15, 30, 60 minutes) - Default location (Zoom, Teams, phone, in-person) - Custom instructions (e.g., “Please bring your top 3 questions”) 4. Save.
Pro tip: You can set up automatic video conferencing links (Zoom, Teams, etc.), so you’re not scrambling at the last minute.
What works: - Pre-made templates speed things up. - You can include custom questions for prospects to answer when booking.
What doesn’t: - Don’t go overboard with required fields—too many questions, and people bail.
Step 4: Share your booking links (the right way)
Here’s where you stop sending “When are you free?” emails. Revenuegrid gives you unique booking links for each meeting type. These links let prospects see your real-time availability and book a slot that works for them.
How to use them: - Copy your meeting link from Revenuegrid. - Paste it into your email, LinkedIn message, or wherever you’re talking to a prospect.
Best practices:
- Personalize your message. Don’t just drop a naked link—explain what it’s for.
- Example:
“Happy to chat! Here’s my calendar to pick a time that works: [LINK]”
Pro tip: If you’re worried about looking pushy, frame it as a way to save everyone time.
What to ignore: - Don’t embed links in your signature by default—only share when it makes sense. Otherwise, it feels impersonal.
Step 5: Automate follow-ups and reminders
People forget. Revenuegrid can automate reminder emails and follow-ups so you’re not chasing prospects all day.
Setting up reminders: 1. In the meeting type settings, look for “Reminders” or “Notifications.” 2. Set when you want reminders sent (e.g., 24 hours before, 1 hour before). 3. Customize the message if you want.
Automated follow-ups: - If a prospect books but doesn’t show, you can trigger a reschedule email. - Some versions let you nudge folks who opened your email but didn’t book.
What works: - Reminders cut no-shows. Period. - Customizing reminder text keeps it from feeling like spam.
What doesn’t: - Don’t overdo it—too many reminders and people will tune you out.
Step 6: Sync meetings with your CRM (if you care about tracking)
If you’re serious about sales, you want every meeting logged in your CRM. Revenuegrid claims to do this automatically with Salesforce and a few other platforms.
To set it up: 1. Connect your CRM in the integrations section. 2. Map fields if needed (who, when, what type of meeting). 3. Test it—book a dummy meeting and make sure it shows up in your CRM.
Pro tip: Double-check how Revenuegrid handles private meetings and personal events. You don’t want your dentist appointment showing up in Salesforce.
What to ignore: - Don’t chase “deep insights” and analytics unless you actually use them. - If your CRM is a mess, fix that first—automation can’t save bad data.
Step 7: Troubleshooting and what to watch out for
No tool is perfect. Here’s what’s likely to trip you up:
- Booking conflicts: Sometimes, if calendars don’t sync fast enough, double-bookings happen. Refresh, and check your calendar before confirming.
- Prospect confusion: Some people just hate booking links. If someone balks, offer a couple of manual options as a backup.
- Integration issues: Updates to Gmail, Outlook, or your CRM can break the connection. If things stop syncing, reconnect your accounts.
Pro tip: Have a backup process for key meetings—don’t rely 100% on automation for your biggest deals.
What works, what doesn’t, and what to ignore
What works: - Automating scheduling for routine calls saves real time. - Reminders and automatic logging reduce no-shows and admin work. - The Outlook/Gmail integration is usually reliable.
What doesn’t: - Over-complicating your setup. More rules = more things to break. - Forcing prospects to use your booking link if they clearly prefer old-school scheduling.
What to ignore: - “AI-powered” suggestions or analytics unless you actually see value. - Endless customization—set it up, test it, and move on.
Keep it simple and tweak as you go
Automating your meeting scheduling with Revenuegrid isn’t rocket science, but you do need to get the basics right. Start simple: connect your calendar, set your hours, create a couple of meeting types, and start sharing your link. Don’t get lost in the weeds with fancy features. Once you see what works (and what doesn’t) with your actual prospects, tweak your setup.
Remember: the goal is to have fewer headaches, not more. Set it up, give it a real try, and don’t be afraid to adjust as you go.