Build a booking system that not only books - but qualifies, filters and prime your leads
Find a time in the calendar to get your full strategy 👇
In this guide I'll reveal the mechanism most forget when running online meetings booked through a booking calendar…
A booking calendar. Almost every company has one.Almost everyone uses it wrong.
Why?
Instead of acting like a smart elf that filters and warms up your leads, it just dumps anyone and everyone into your diary - unqualified, unprimed, and not in the right mindset to buy.
After talking to thousands of founders, CEOs, directors and managers, the question is always the same:"How can I only get qualified leads?"
One big part of the answer:
Only take calls with qualified people.
And that starts by treating your booking calendar as a sales asset, not just a way to book a time.
IMPORTANT: I'll go through the core elements and aspects in the steps below, and link resources you can use. But I'll show the full walkthrough in the video above.
Part 1: Your booking system
For us, we use YouCanBook.Me as the booking system. You can use Calendly, Cal.com, or other systems for this.
When you got an account, you log in and start setting up the account. First is to connect your calendar. You can do so here:
https://app.youcanbook.me/#/account/integrations
Click the Google or Microsoft connection to add your email to connect to your calendar.
Next, you need to create your booking calendar page.
You do so from pages: app.youcanbook.me/#/pages
Here you select if you want "Individual" which will only be for you, or if you want "Team" which allows you to set up a round robin calendar with multiple team members. I select "Individual". Then you select the team member, the length of a meeting, and your general availability.
One reason I use YCBM, is because you can add custom event in your calendar where you set it to "free" not busy, and people will only be able to book into those slots.
For your booking calendar, you need to come up with a name that will help it seem valuable in itself.
"Let's do a call together" is an obvious "I want to get your time so I can sell you".
A "Workshop or audit call" is not that.
It gives and communicates that the other party will receive/get something valuable by booking.
You want that.
Now you have the name for the calendar, and it's time to connect the rest of the things. I will show this in the video for a specific step-by-step, so go up and watch it if you haven't.
Part 2: The booking form
The booking form itself is a great way to collect information, and start segmenting (aka. qualifying) your prospects and leads.
Most only have contact details and company.
But you should have 3 information harvesting fields.
We typically ask the question about what they sell, what their goal is for the call (reason they book), and their current monthly revenue.
Why?
Cause we will be able to understand their intent, if they're just window shopping, or if they have an actual pain.
The revenue question lets us more easily identify at what scale they're at. If they're an established company or new startup pre-revenue.
You don't want to cram too much into the booking form.
Reason being that if you do, some people will decide to NOT go through and book the call.
This will only end up hurting you, in the sense that you'll get fewer opportunities to sell. You want the booking.
You can filter further after.
We go more into detail in this on Part 4.
Part 3: Booking calendar event and reminder emails
Emails are where you get people to show up, but also get them to feel this was the right choice.
We usually have 3 emails we sent, and these 3 serve as the baseline for all your calendars.
- Booking confirmation email (sent immediately after booking)
- 1 day ahead reminder
- 1 hour ahead reminder
Booking confirmation email
1 day ahead reminder
1 hour ahead reminder
The calendar event
Part 4: Post booking page
Most get this completely wrong.
They usually don't even have one. And that makes me furious when I see.
You always want to have a post booking page. A page that the booking system (YCBM, Calendly, etc.) redirects all bookers.
You NEVER want to show the default "Thank you confirmation" page in the booking system.
There are a few ways of doing the post-booking page.
One way is to ask people to submit a questionnaire/form before the meeting.
- Sample here: https://go.buroventures.com/gg-post-booking
The other way is to shower them with social proof, and show how people have used the call to achieve XYZ.
- Here's a sample: https://go.buroventures.com/dfy-post-booking
And you can combine the two. Have a page which asks them to submit a form, but on top you have a video where you go through the instructions and share the client results.
Something like "So before our call, you need to fill in the questionnaire below. By doing so, we learn more about you, and can ensure you get the most out of the call. It also tells us you're serious in getting {call_topic} (e.g. the audit) to give you the most output. At this point, we've offered the free audit to 500+ companies, and here's some of what they say…".
Then add in some quotes on the screen, or testimonial videos.
The ultimate goal of the post booking page is:
- Collect even more information so that you can qualify/segment the bookers
- Filter out the not so serious people (tirekickers)
- Reaffirm them that they made the right choice in booking a call (ref: the social proof, and client results)
- Build hype, share what it is they'll get and make them enthusiastic about the call.
Now implement this in your booking flow go crazy!
And that's it.
Now you’ve turned your booking calendar from a boring scheduler into a proper workshop - filtering, priming and warming up leads before they ever land in your diary.
Used like this, your calendar alone already puts you ahead of 99% of companies I’ve spoken with.
But here’s the game changer:
When this booking flow plugs into a bigger growth engine, things really start to snowball.
That’s why we’ve recorded a full walkthrough video that shows you how this fits into the complete outbound + content + AI system we run for ourselves and our clients.
In that video, you’ll see the end-to-end engine that almost none of the 1000+ companies I’ve talked to have in place.
And how we supercharge it with AI so your calendar is constantly fed with better, warmer, more qualified calls.
Click the button below to access the system walkthrough (it's free).
If not anything, you'll learn how it all works.
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