Scheduling

Scheduling allows qualified Contacts to book time with the Account Manager who is best suited to support them.

Inrepli completes Qualification, Data Enrichment, and Routing while the Conversation is still in progress. This means the Agent can identify and assign the best-fit Account Manager before the Contact reaches the scheduling step.

Instead of sending every Contact to a fixed calendar or a pooled SDR calendar, Inrepli presents availability for the assigned Account Manager. This helps qualified Contacts speak with the most relevant person as quickly as possible.

Account Manager Availability

Each Account Manager can connect their existing calendar to Inrepli. After the calendar is connected, Inrepli checks the Account Manager's availability before presenting meeting times to a Contact.

Availability is based on open times in the connected calendar. Existing meetings and blocked times are not offered to Contacts.

Account Managers can also define additional availability rules. These rules restrict booking to selected days and times, even when other times are open in the connected calendar.

For example, an Account Manager may be available in their calendar throughout the week but choose to accept Contact meetings only on Tuesday and Thursday afternoons.

This gives each Account Manager control over when Contacts can schedule meetings while preventing conflicts with existing calendar events.

Calendar Options

Account Managers can choose how Contacts schedule meetings after they have been assigned.

Inrepli Scheduling

The Inrepli scheduling calendar allows Contacts to select an available meeting time directly through Inrepli.

Inrepli checks the assigned Account Manager's connected calendar and availability rules before displaying meeting times. When the Contact selects a time, Inrepli creates the meeting and updates the relevant Contact, Conversation, and Account Manager records.

External Scheduling Tools

Account Managers can continue using an existing scheduling tool, such as Calendly or Cal.com.

When an external scheduling tool is selected, the Agent sends the Account Manager's scheduling link to the Contact. Availability and booking behavior are then managed through the external scheduling tool.

Each Account Manager can use their own scheduling link. This ensures that the Contact receives the calendar for the Account Manager selected through Routing.

Conversation Booking

Contacts can schedule meetings directly through a Conversation with the Agent.

The Contact does not need to leave the Conversation and open a separate scheduling page. The Agent can ask about scheduling preferences, check available times, and present suitable options within the current Channel.

For example, a Contact may ask to meet next Tuesday afternoon. The Agent can check the assigned Account Manager's availability and offer matching times.

Conversation Booking can be used across supported Channels where interactive scheduling is available. The exact experience may vary by Channel.

Booking Controls

Account Managers can choose how much control they want over the booking process. The available booking methods include automatic booking, approval-required booking, verified-contact booking, and manual booking.

Automatic Booking

With automatic booking, qualified Contacts can select an available time without additional approval from the Account Manager.

The Agent checks the Account Manager's availability and Scheduling Rules before confirming the meeting. This option provides the fastest path from Qualification to a booked meeting.

Approval Required

Account Managers can require approval before a requested meeting is confirmed.

When approval is required, the Contact submits a meeting request instead of receiving an immediate confirmation. The Account Manager can review the Contact's profile, Company information, Qualification result, Verification result, and Conversation before accepting or declining the meeting.

The meeting is confirmed only after the Account Manager approves the request.

Verified Contact Required

Account Managers can require Contacts to verify their email addresses before booking a meeting.

When this requirement is enabled, Inrepli sends a one-time code to the Contact's email address. The Contact must enter the correct code before they can access available meeting times or complete the booking.

Email verification confirms that the Contact has access to the provided email address. It helps reduce meetings booked with incorrect, inaccessible, or fraudulent Contact information.

Manual Booking

With manual booking, Contacts cannot schedule meetings automatically.

The Agent collects the Contact's request and relevant availability information, then sends the request to the assigned Account Manager. The Account Manager reviews the request and creates the meeting manually.

Manual booking provides the greatest level of control but requires the Account Manager to complete the scheduling process.

Scheduling After Routing

The scheduling process begins after Inrepli has identified the Contact's needs and selected the appropriate Account Manager.

A typical scheduling flow is:

1. The Agent identifies the Contact and their Company.
2. The Agent completes Qualification and Data Enrichment.
3. Routing selects the best-fit Account Manager.
4. The Agent checks the Account Manager's scheduling settings.
5. The Contact receives available meeting options or submits a meeting request.
6. The meeting is confirmed automatically or reviewed by the Account Manager.

If the Contact is not qualified, the Agent follows your Qualification and Escalation Rules. Depending on your settings, the Agent may prevent automatic booking and send the meeting request for human review.

If no suitable Account Manager is available, the Agent follows your fallback Routing Rules before offering meeting times.

Meeting Links

When an Account Manager connects a video conferencing tool, each Meeting scheduled by the Agent includes a meeting link in the invitation.

The meeting link is created using the Account Manager’s connected meeting tool and is included in the calendar event and related notifications.

If no meeting tool is connected, Inrepli requires the Contact’s phone number before scheduling the Meeting. The phone number appears in place of the meeting link, and the Account Manager calls the Contact at the scheduled time.

Choosing a Booking Method

Use automatic booking when qualified Contacts should be able to schedule meetings as quickly as possible.

Use approval-required booking when Account Managers need to review each opportunity before committing time.

Use verified-contact booking when confirming access to the Contact's email address is important before scheduling.

Use manual booking when the Account Manager needs complete control over every meeting.

Each Account Manager can use the booking method that best fits their responsibilities and availability.