Sneha Mittal Sneha Mittal Marketing manager @SuperSaaS www.supersaas.com Jan 10

Making The Most Out of SuperSaaS for Sales and Account Management Teams

Learn the tips and tricks to use SuperSaaS to increase productivity of your sales and account management teams

Making The Most Out of SuperSaaS for Sales and Account Management Teams

SuperSaaS is infinitely customizable, however, it can be tricky to discover all useful features. In this article, we highlight some tips & tricks to make the most out of SuperSaaS for sales and account management teams.

Pick an appropriate schedule type for your requirements

1. Coordinate multiple schedules automatically

When multiple team members need to be available for the same meeting, you can use the service schedule.

Define a new service that is dependent on the availability of all these team members and the system will automatically find mutually available time slots from all schedules.

In addition, when a meeting is booked on the service schedule, it is also automatically added to each individual schedule.

2. Let clients select their preferred team member

If clients want to schedule time with a specific member of your team, use a single service schedule. You can achieve this by creating services on the name of team members. Each service in the schedule then depends on the individual resource schedule of that specific member.

The schedule will look something like below:

Allow clients to select their preferred team member on your SuperSaaS booking schedule

Add staff member specializations, pictures or simply more information about documents, next steps, etc. with customers in the service description.

3. Assign any team member to a task

When you want to match leads with any available sales representative, use the resource schedule with multiple resources. Meetings will continue to be scheduled during any given time slot until no further representatives are available for that time slot.

You can do this by clicking on the new schedule wizard and creating a resource schedule with multiple resources.

Add all your sales representatives in the schedule as shown below:

Assign random representative to the task on your SuperSaaS appointment schedule

You can also set individual availability of each representative via Schedule Name > Supervise > Opening hours tab as shown below:

Adjust opening hours on your SuperSaaS booking schedule

4. Predefined meeting durations

Choose a separate meeting duration for each group of leads.

Allow them to choose from the different length of the appointments on your schedule in 3 different ways

a) One single schedule

Allow customers to use a single schedule with a drop-down menu to select the length of appointment.

You can configure different appointment lengths via Schedule Name > Configure > Resources/Services tab as shown below:

Add different appointment lengths on your SuperSaaS booking schedule

When you add this option, on the schedule they’re displayed as below:

Display different appointment lengths on your SuperSaaS booking schedule

b) Display each meeting type as separate events

If you want to display them as separate sections on the schedule itself, you can also use the service schedule in combination with the resource schedule. Create a single resource schedule for an individual and create a service schedule with different services.

Each service in this schedule is defined by the duration under Schedule Name > Configure > Services tab as shown below:

Add different service types on your SuperSaaS appointment schedule

When you use a service schedule, this is how your schedule appears to your clients:

Service schedule on your SuperSaaS appointment booking system

Both these schedules can achieve the same functionality. The difference lies in the layout for your customers.

c) Create user groups

Create a separate schedule for each stage of the client on boarding process, for example, “Welcome call”, “Account setup”, “Quarterly check in” and so on. Guide them through the process by sharing the relevant links for that stage of the on boarding process. Add them to different user groups and limit their access to specific schedules only.

You can do this via the “User Management” tab on your dashboard by clicking on the option “User Groups” as shown below:

Add user groups on your SuperSaaS appointment booking system

You will reach a screen where you can create user groups based on your requirements as shown below:

Create new user group on your SuperSaaS appointment booking system

Once you create relevant groups, you can simply add each customer to a specific group by clicking on the edit icon for each customer and selecting their user group as shown below:

Adding a user to an existing user group on your SuperSaaS appointment booking system

You can update/modify groups and change customer access based on which stage of the sales funnel they’re in.

5. Use capacity schedule for group events

Use the capacity type schedule for group events like webinar, training sessions or group on boarding calls for clients with similar needs.

Exercise more control over your schedule

6. Avoid last-minute meetings

Give yourself enough time to prepare for the meeting by setting up a minimum scheduling notice.

You can configure this via Schedule Name > Configure > Process tab as shown below: Set cancellation policy on your SuperSaaS appointment schedule

7. Take a break by adding buffer time between meetings

Account for commuting time and meeting preparation time. Add automatic buffer time in-between meetings to safely relax and prepare for the next meeting.

You can do so by Schedule Name > Configure > Resources/Capacity as shown below: Add buffer time between meetings on your SuperSaaS booking schedule

8. Prevent meetings from consuming your life

Assign specific days or specific hours every day for meetings. Allow people to book a meeting on your schedule only on these specific available times and keep your “off-days” productive.

You can add your availability via Schedule Name > Supervise > Opening hours tab as shown below: Adjust time availability on your SuperSaaS booking schedule

It is also possible to split the available times on a specific day in two different time slots.

9. Set constraint start times

Your appointments can begin any time of the day when you’re available. However, it’s more convenient when your appointments begin at the start of every hour or every half hour and so on.

Limit the appointments to begin at the start of every hour via Schedule Name > Configure > Resources/ Services tab as shown below:

Add time constraints to your SuperSaaS booking schedule

When you add * :00 then you’re essentially allowing the appointments to begin at 9:00 am, 10:00 am, 11:00 am and so on assuming your day begins at 9:00 am. Other commonly used constraint start times include * :30, * :15, * :10, * :45, etc.

10. Round off appointment end time

When appointments can begin at any point of time, they can also end at random times like 4:37 pm, 2:11 pm, 9:58 am and so on which makes the next scheduled meeting times look weird.

Round the times to the multiple of 5 or 10 minutes or to the nearest quarter hour to make it more convenient.

You can do so via Schedule Name > Configure > Resources/Services tab as shown below:

Round end times to nearest multiple on your SuperSaaS booking schedule

11. Approve your bookings

Have greater control over which bookings are confirmed on your schedule. Configure the system to get your approval before sending the confirmation email/text.

You can do so via Schedule Name > Configure > Process tab as shown below:

Approve your bookings on your SuperSaaS booking schedule

12. Receive an email/text notification every time someone creates a bookings

Ensure that you’re aware of all the bookings on your schedule without worrying about looking at your schedule every now and then. Configure the system to send you a text or email notification each time a booking is created on your schedule. You can do so via Schedule Name > Configure > Process tab as shown below:

Receive email/text notification when someone create a booking on your SuperSaaS booking schedule

A great way to stay informed is to configure the system to send you an overview of appointments each day at the end of the day.

13. Receive notifications on your mobile phone

Another great way to stay informed of the appointments on your schedule is to receive automatic notifications on your android phone or iPhone.

Download the Integromat app and connect your SuperSaaS account with the Integromat template to set it up.

Streamline your communication

14. Reduce email ping pong

Don’t waste your time in sending back and forth emails like “Where should we meet?”, “How can I reach you?”, “What time are you available?” “This time does not work for me. Can we reschedule this?” and so on.

Create a separate schedule for each meeting type. Customize the email/text reminders and confirmation messages to include all relevant details about location, instructions, contact information and so on.

You can do this via Schedule Name > Configure > Layout as shown below: personalize your email confirmations of reservations on your SuperSaaS appointment booking schedule

Activate the reminder and confirmation messages via Schedule Name > Configure > Process tab as shown below:

activate email/text confirmations on your SuperSaaS appointment booking schedule

This reduces time wasted in back and forth emails and clients can find all the relevant information in a single place.

15. Personalize your emails

Automatic messages can come across as impersonal and cold. Personalize your email with customer details like name, details of the appointment, booking ID, etc. with magic words.

You can find out more about using magic words on our Support Page.

Personalize email with name, length, start time and finish time

16. Send follow up emails

Sending follow-up emails can increase your lead to customer conversion rate. Let the system automatically send a follow-up email with your product information and other company information.

You can send follow-up emails by configuring these settings via Schedule Name > Configure > Process tab as shown below: send follow up emails from your SuperSaaS appointment booking schedule

You can customize the follow-up emails via Schedule Name > Configure > Layout tab as shown below:

customize follow up notifications on your SuperSaaS appointment booking schedule

17. Quickly share your schedule link

Add your schedule link or a call to action button to your email signature and redirect people directly to your online booking schedule.

You can also customize the below template to encourage people to book a meeting.

Hi,

I’m free at [add the time when you’re available], but in case you’re not available at this time please schedule a convenient time to set up the meeting on my schedule here [insert your schedule link here].

I look forward to connecting with you.

Kind Regards

[Your Name & Designation]

Make your schedule more appealing in layout

18. Use branding elements on your schedule

Your company’s brand is important to you and your customers. You should reflect your brand in all your communications, including your online appointment schedule. You can easily customize the following branding elements in SuperSaaS:

a) Adding layout colors

You can control the layout colors of your schedule and your dashboard.

Visit the “Layout settings” tab on your dashboard to control internal system colors.

customize layout colors on your SuperSaaS appointment booking schedule

You can control fine color details of your dashboard like text color, heading color, background color and so on.

You can also modify the colors used on your schedule by visiting Schedule Name > Configure > Layout tab as shown below:

adjust layout colors on your SuperSaaS appointment booking schedule

When you view the layout colors option, you can customize the details of your schedule like the colors of booked appointments, the color of empty cells and ownership indicator colors.

adjust layout colors on your SuperSaaS appointment booking schedule

b) Add a redirect URL

Share more information with your customers or update them about your latest achievements. Use the redirect URL option to redirect your customers to a specific web-page after they complete the booking on your schedule.

You can automatically redirect users by adding the redirect URL via Schedule Name > Configure > Process tab as shown below:

add redirect URL from your SuperSaaS appointment booking schedule

c) Add your company logo

Your company’s logo is an important part of your company’s brand.

Add your company’s logo to your dashboard and your schedule via “Layout Settings” tab on your dashboard.

add company logo to your SuperSaaS appointment booking schedule

You can also enable the customers to visit your company website or your product information page when they click on your logo.

d) Use your own custom domain name

You can create a customized domain for your schedule link such as schedule.yourcompanyname.com. In this way, your customers will be clear that the schedule belongs to you.

You can follow the step-by-step custom domain tutorial to set up your own domain.

19. Add a human element to your schedule layout

Nobody likes to explore a space which is mechanical and impersonal. Add a human touch to your schedule by adding your image, or your team’s image on the white space above the schedule.

In order to achieve this, you first need to upload your picture on the web.

Next, use the URL to add the image link on the white space above the schedule along with your personal message via Schedule Name > Configure > Layout tab as shown below:

add images to your SuperSaaS appointment booking schedule

You can also personalize your messages above the schedule and you can find some tips to personalize your messages on our Support Page.

Manage client information securely

20. Import/Export customer data

Avoid duplication of work and add your existing customer data to the system. You can do this via the “Import” tab on your SuperSaaS dashboard.

21. Add custom forms to get more client information

Get more information about your clients by designing your custom questionnaire. Use the custom form option to design your own questionnaire.

You can do this by creating a new form from your dashboard: add custom forms to your SuperSaaS appointment booking schedule

Customize the form fields to gather more customer information like requirements, company name and so on. To attach the form to your schedule you can visit Schedule Name > Configure > Process and attach the form as shown below:

add custom forms to your SuperSaaS appointment booking schedule

Allow the customers to fill in the form before they create the reservation so that you have enough customer information before the interaction.

22. Add a supervisor field to store client-specific information

Some clients have special requirements or special requests. Store them in the supervisor field which is visible to internal users but not to customers. Follow the video tutorial to set up the supervisor field.

Boost the usability of your schedule

23. Set recurring appointments in a single click

Allow customers to book a recurring meeting with a single click. You can follow our video tutorial or read the instructions on our Support Page to use this feature.

24. Allow customers to view the time in their time zone

Allow customers to view meeting time in their time-zone when fixing up meetings with customers across the world.

You can do this via “Layout Settings” tab on your dashboard as shown below: change the time zone on your SuperSaaS appointment booking schedule

25. Stay accessible in multiple languages

Customers prefer interacting with the system that speaks their language. SuperSaaS is available in 35+ languages and allows customers to select their own language to view the schedule.

You can do this via “Layout Settings” tab on your dashboard as shown below:

change language on your SuperSaaS appointment booking schedule

Connect SuperSaaS with other software

26. Synchronise multiple calendars with your schedules

Sometimes professional commitments can come in the way of your personal plans. Avoid double bookings by synchronising your personal and work schedule. You can connect your Google calendar with your SuperSaaS schedule.

If you want to add appointments from Google calendar to your SuperSaaS schedule, you can do so via Schedule Name > Supervise > Synchronise as shown below:

change language on your SuperSaaS appointment booking schedule

You can follow the step by step directions listed on our Support page to set up the synchronisation. If you want to add/update new events from your SuperSaaS schedule to your Google calendar, then you can use the Zapier Integration template to connect the two platforms.

27. Create a meeting link in Zoom automatically

Connect with your teammates via Zoom. Simply connect your Zoom and SuperSaaS account to the predefined template and every time an appointment is about to begin, this integration will create a Zoom meeting link.

28. Add new leads to Salesforce

You want to track your meetings with leads, but don’t want to manually enter the leads information in your Salesforce system. You don’t have to worry about that with SuperSaaS. Use the predefined template on Zoom and new leads will automatically be added to Salesforce every time there is a new appointment on your online schedule.

29. Automatically generate a join.me link for the meeting

Forget your fear of missing a meeting by connecting your SuperSaaS and Join.me account. The appointment creator in SuperSaaS will automatically receive an email from join.me with a direct link to the online meeting room. In this way, you can join the meeting without worrying about creating a new session in join.me