How to Automate Your Scheduled Callbacks With Kixie and Google Calendar

As a sales professional, efficiency and organization are key to managing your leads and ensuring timely follow-ups. Integrating technology into your sales process can significantly enhance your productivity and effectiveness.

This guide will walk you through setting up automated follow-up calls using the Kixie dialer and Google Calendar, streamlining your process for scheduling calls and ensuring you never miss an opportunity to connect with a potential client.

By automating these tasks, you can focus more on your sales strategy and less on administrative duties. The use of a callback scheduler like Kixie can transform your follow-up strategy, making every follow-up phone call in sales more impactful.

How to Schedule Follow-up Calls and Create Google Calendar Events

Today, you’re going to learn about scheduling follow-up phone calls from the Kixie dialer and creating a Google Calendar event that you can actually invite your contact to, and you can set up an automated phone call to happen at the time of the scheduled event. Understanding how to schedule a sales call effectively can significantly increase your sales efficiency.

Imagine you had a phone call with someone. It wasn’t a great time to speak, so you decide to follow up with them. They ask you to call them back on August 5th at 1:30 p.m., which you recognize as one of the best times to make sales calls based on your experience.

In the “Schedule Activity” section of the Kixie dialer, you input the time you want to call them back. You can select the duration of the conversation that you’re going to have. You can even specify what type of meeting it is, and then you click submit.

Step 1: Scheduling the Call

• Go to the “Schedule Activity” section of the Kixie dialer.
• Input the desired call back time, aligning with the best time to make sales calls.
• Select the duration of the conversation.
• Specify the type of meeting.
• Click submit.

How to Utilize Webhook Data for Efficient Follow-up

This step is crucial in learning how to schedule a sales call effectively. You’ll want to send out a meeting invite for this person so that you increase the chances of them picking up. We’ll use Zapier to facilitate this process.

In Zapier, you’ll want to use the Contact ID to get more contact information from your CRM. Then, do bit of date/time formatting. You want to take the duration of your scheduled meeting, and add that to your actual start time because Google Calendar asks for the start time and the end time for the event. So, for example, knowing the start time and that the end time is 15 minutes later, you use a formatter step to get the end time. Now you can schedule your actual event.

Step 2: Utilizing Webhook Data

• Use the data sent through the webhook to pull up necessary information for the meeting invite.
• Format the date and time of the meeting according to Google Calendar requirements.

How to Create a Google Calendar Event from Kixie Data

Remember, you’re including the contact ID as part of the data payload when you schedule an activity because you want to look up the contact in your CRM, (in this case, HubSpot), to get more information. With this data, you can now get all kinds of good information, including their email address. This information is essential for making a successful follow-up sales call.

With their email address and the time of the event, you can now create an event in Google Calendar.

Using the Create New Event action, you input an event name. You could add a description if you wanted to. But the key is using the start time and the calculated end time to create an event, including the email address of your HubSpot contact. This allows you to use all the gathered data to create your event, and make a follow-up sales call.

Step 3: Creating the Google Calendar Event

• Use the Create New Event action in Google Calendar.
• Input an event name and description.
• Set the start and end times using the formatted data.
• Include the HubSpot contact’s email address in the event.

Automating the Callback Process with Kixie

Now you have an event in your Google calendar for the next day with your HubSpot contact included in the invite. You can go a step further by setting up a delay until the time of the event using Zapier, ensuring that at the scheduled time, a Kixie phone call is triggered.

Automating the callback process with a call back scheduler like Kixie ensures that you never miss an opportunity for a follow-up sales call.

Step 4: Automating the Callback

• Set up a delay in Zapier until the time of the event.
• Configure the Kixie Make a Call action to trigger at the scheduled time using the contact’s information.

At the time the Make a Call action is set to fire, you use the email address of your Kixie user and the phone number of your contacts to initiate the call. You can even create an action name that provides context for why this automatic phone call is firing. This process showcases how to make a follow-up sales call automatically, maximizing your chances for a successful sale.

Setting Up the Webhook for Seamless Integration

To set up the webhook, you use the Kixie dashboard for webhooks to fire off data based on key events happening in Kixie. When a meeting is scheduled through the Kixie dialer, the webhook data is sent. This triggers the whole setup.

It’s much easier than it looks, but if you have any questions about setting this up, I’d be happy to help from there. Setting up the webhook is an essential step in ensuring a seamless integration between your sales call scheduling software and your follow-up strategy.

Step 5: Configuring the Webhook in Kixie

• Navigate to the webhook section in the Kixie dashboard.
• Configure the webhook to fire off data when a meeting is scheduled.
• Ensure the webhook data is correctly sent to trigger the zap.

In conclusion, leveraging automation in your sales process not only saves time but also ensures that you maintain consistent communication with your prospects. The integration of Kixie and Google Calendar is a powerful tool to enhance your efficiency, allowing you to focus on building relationships and closing deals.

Remember, the key to successful sales is not just hard work but also working smart by utilizing the right tools and technologies to streamline your workflow.