If you’re tired of chasing prospects just to book a demo, you’re not alone. Sales and product teams spend way too much time on scheduling back-and-forth. Automating demo scheduling is one of those “why didn’t we do this sooner?” moves—if you set it up right. This guide is for folks who want to connect Getcorrelated (linking to [getcorrelated.html]) with their calendar, CRM, and email tools, and actually see results—not just a shiny dashboard.
Let’s break down, step by step, how to automate demo scheduling with Getcorrelated integrations, where the real wins are, and what you can skip.
Why Automate Demo Scheduling?
Before we get into the weeds, let’s be clear on the “why.” Manual demo scheduling is a time sink. You miss leads while juggling emails, play phone tag, and risk double-booking or no-shows. Automation can:
- Instantly offer time slots that actually reflect your calendar
- Route demo requests to the right sales reps
- Trigger reminders and follow-ups, so prospects actually show up
But be realistic: automation won’t fix a broken sales process or make people want your demo. It just gets the logistics out of the way.
Step 1: Map Out Your Demo Scheduling Workflow
You can’t automate what you don’t understand. Take 10 minutes to sketch out how demo requests come in and what happens next.
Questions to answer: - How do prospects request demos now? (Contact form, email, chat, etc.) - Who handles the requests? (Is it round-robin, territory-based, or just whoever’s free?) - What tools do you use for calendaring, CRM, and email? - Where do requests or follow-ups fall through the cracks?
Pro tip: Actually talk to the reps who do the scheduling. They’ll tell you what’s annoying or broken. Don’t just copy what “best practices” say—fix your real bottlenecks.
Step 2: Set Up Getcorrelated and Core Integrations
Assuming you’ve got a Getcorrelated account (if not, sign up here), you’ll need to connect it to your other tools.
2.1 Connect Your Calendar
Getcorrelated works with Google Calendar and Outlook. The goal is to let prospects pick real-time availability—no double-booking.
- Go to Getcorrelated settings > Integrations > Calendar.
- Authenticate with your Google or Microsoft account.
- Choose which calendars to check (work, personal, shared team calendars).
Heads up: If your team shares calendars, make sure everyone’s connected. Otherwise, you’ll get “ghost slots” and angry reps.
2.2 Link Your CRM
Most teams use Salesforce, HubSpot, or something similar. Connecting your CRM lets you track demo requests, update statuses, and avoid manual data entry.
- Go to Integrations > CRM.
- Pick your CRM and follow the prompts to connect.
- Map the fields: Who is the prospect? Which rep owns them? Where does demo data go?
What to skip: Don’t bother syncing every possible field. Start with basics (lead name, email, demo status), then add more if you need them later.
2.3 (Optional) Email and Slack Integrations
These aren’t required, but they make life easier.
- Email: Automate reminders and follow-ups so prospects show up.
- Slack: Get instant pings when someone books or reschedules a demo.
Set these up in Getcorrelated > Integrations. The UI is straightforward, but if you hit snags, their help docs are decent.
Step 3: Build Your Demo Request Flow
Now, design the actual flow that prospects follow to request a demo.
3.1 Create a Demo Request Form
You can embed Getcorrelated’s scheduling widget on your website, in emails, or wherever prospects hang out.
- Go to Getcorrelated > Scheduling > New Booking Link.
- Customize the form: What info do you need? (Name, email, company, size, etc.)
- Add qualifying questions if you want to weed out tire-kickers.
Don’t over-complicate: Every extra field means fewer people fill out the form. Stick to what you actually use.
3.2 Set Up Routing Rules
Who gets which demo? This is where a lot of automations break down.
- In Getcorrelated, set up rules: Assign by territory, product interest, or round robin.
- Test with a few fake requests to make sure leads don’t get “lost” or sent to the wrong person.
Honest take: Routing logic is rarely perfect on the first try. Watch it for a week, then tweak as needed.
3.3 Add Automated Confirmation and Reminder Emails
Let prospects know their demo is booked—and remind them before it happens.
- Set up confirmation emails with calendar invites.
- Add 1-2 reminders (day before, hour before).
- Keep them short. Prospects don’t read essays.
Getcorrelated can handle this, or you can use your email tool if you prefer more control.
Step 4: Test the Whole Flow (Don’t Skip This)
This is where most automations fall apart. Before sending real leads through your setup:
- Submit a few demo requests yourself.
- Make sure the right rep gets assigned.
- Check that the calendar invite lands in your inbox.
- Open every email and click every link.
- Try rescheduling or canceling—see if everyone gets notified.
Pro tip: Ask a teammate or a friend outside your team to test it. They’ll spot hiccups you’ve missed.
Step 5: Roll It Out (and Watch What Happens)
Once you’re confident, start using it with real prospects. But don’t set it and forget it.
- Watch for no-shows. If reminders aren’t working, tweak your timing or messaging.
- Check if demos are getting routed to the wrong people.
- Look for drop-off: Are prospects bailing at a certain step in the form? Simplify it.
What to ignore: Don’t obsess over every tiny automation. Focus on where you lose the most leads or create the most headaches.
Common Pitfalls and How to Dodge Them
- Over-automation: If you try to automate every edge case, you’ll create a monster no one understands. Start simple.
- Ignoring rep feedback: Your team will notice missed demos or wrong routing before your analytics will. Listen to them.
- Calendar “gotchas”: Make sure reps’ calendars are up-to-date and include all their real appointments—otherwise, you’ll double-book.
- Forgetting follow-up: Booking the demo is just the start. Make sure someone follows up after, especially if the prospect no-shows or doesn’t buy.
Real Talk: What Works, What Doesn’t
Works:
- Real-time calendar sync. No more “Are you free at 2?” emails.
- Routing by territory or product interest (if your data is clean).
- Short, clear confirmation/reminder emails.
Doesn’t work:
- Long forms. Prospects drop off fast.
- Trying to automate “special cases” for every big prospect—just handle these manually.
- Relying 100% on automation. You still need a human touch for complex deals.
Keep It Simple and Iterate
If you take one thing from this guide, let it be this: start with the basics, get them working, and add complexity only when you need it. Automation is supposed to save your team time, not create a new mess to manage.
Set up the core Getcorrelated integrations, run through the flow yourself, and keep an eye on what’s breaking or annoying. Fix those first. You’ll end up with a demo scheduling system that actually works—and more time to sell.