Instant Booker Admin Guide

By Logan Hendrickson

Instant Booker Admin Guide

Chili Piper is the #1 Meeting Lifecycle Automation platform, helping revenue teams connect with buyers faster across all stages of the customer lifecycle.

How to get your team started with the only meeting automation tool built for revenue reps.

As an admin, you need a way for prospects and customers to schedule meetings on your team’s calendar directly and for your team to schedule instant meetings whenever they need to, without waiting on the customer.

This is where Instant Booker comes in.

In this guide, we’ll be covering the following:

  1. How to start booking meetings through Instant Booker
  2. Where can my team launch Instant Booker from?
  3. Customize invites with Unlimited Meeting Types
  4. Making guests optional in Instant Booker
  5. Schedule group meetings with Invite All
  6. Make sure every meeting — and every detail — is synced to your CRM
  7. Start booking more meetings

Instant Booker is the first and only scheduling tool built for revenue teams. Now you can help your team book more meetings from where they already work, save hours of admin time by syncing everything to your CRM and automate every step of the scheduling process from start to finish.

Instant Booker is included in all Chili Meetings packages:

🌱 Free licenses allow you to book meetings on your own calendar instantly from any of your favorite tools.

🌶️ Spicy licenses allow you to book directly on your own, or your teammates’ calendar in one-click while syncing everything to your CRM.

🔥 Hot licenses allow for advanced round-robin, booking via account ownership, and more via automated routing.

Keep reading for six ways you can help get your team started booking Instant Meetings today to start booking more meetings, instantly.

1. How to start booking meetings through Instant Booker

For all users, you’ll want to install our Chrome Extension. This enables the Instant Booker from within your Chrome browser, and in all of our app integrations. More info here.

For users of Office 365 and Outlook, you will need to install our Outlook add-in here.

Here is everything your team needs to do to get started with Instant Booker:

  1. Download the Chrome Extension – For users of Office 365 and Outlook, you will need to install our Outlook add-in here.
  2. Connect your email, CRM, Slack, and other integrations.
  3. Share the Instant Booker User Guide with your reps.
  4. Start scheduling more meetings

Learn more about how to book meetings using Instant Booker in the video below.

2. Where can my team launch Instant Booker from?

Instant Booker is designed to work with your current tech stack, not add yet another tool to your rep’s plate.

Most revenue teams are spending all their time in an email, CRM, or sales engagement tool. Either way, you’re covered.

Using Instant Booker means you can stay in the apps you already use every day, save time, and get back to the part of your job your reps actually enjoy a lot faster.

For starters, let’s take a look at how to use Instant Booker in Gmail, Salesforce, Salesloft, and Outreach.

Gmail:

To launch Instant Booker from Gmail simply locate the Instant Booker icon from any email thread or from the body of a new message.

Launching Instant Booker from here:

Allows you to book a meeting instantly with one or more guests. Use this when you know the customer’s availability and need a schedule something right away.

Launching Instant Booker from here:

Allows you to embed Suggested Times or a booking link directly into the body of your email. Use this when you want to allow your customer to pick a time that is best for them.

Salesforce:

To launch Instant Booker from Salesforce, go to a lead or contact and click the icon above their email address.

This will allow you to schedule a meeting with them, for yourself or for a teammate, instantly.

Salesloft:

To launch Instant Booker from Salesloft, locate the Instant Booker icon in the top navigation bar on any profile page in the “people” section.

You can also embed suggested times in the body of your email by clicking the Instant Booker icon within the message.

Outreach:

To launch Instant Booker from Outreach, locate the Instant Booker icon on a Prospect page. Use this when you know the customer’s availability and need a schedule something right away.

You can also launch Instant Booker from within an Email or Sequence. Use this to embed your booking link or Suggested Times directly in the message.

These are just a few of the tools you can use to access Instant Booker so you can fill up your calendar with quality meetings without slowing down.

🌱 Free licenses allow you to use Instant Booker from any tool to schedule more meetings faster and stop going back and forth over email.

🌶️ Spicy licenses enable  you to use Instant Booker from any tool for yourself or schedule directly with your teammates to automate handoff meetings, while syncing everything to your CRM.

🔥 Hot licenses allow you to use Instant Booker from any tool for yourself, on behalf of your teammate, and allow for advanced round-robin, booking via account ownership, and more via automated routing.

Learn more about Instant Booker Integrations.

3. Customize invites with Unlimited Meeting Types

Unlike with other scheduling tools, Chili Piper allows you to have an unlimited number of meeting types. This is important because your team likely books many different types of meetings (i.e. 15-min implementation call, 30-min sales demo, 45-min CSM handoff, etc.).

These meetings require unique times, locations, descriptions, reminder schedules, meeting buffers, and more.

With Chili Piper, you can create and share team templates that automate every step of the scheduling process.

Now you can set your team up with links for all their different meeting types in a snap, saving everyone time and keeping the focus on the meeting not the manual work of scheduling.

🌱 Free licenses allow you to share your personal booking links with unlimited meeting types, automated reminders, custom email signatures, and more.

🌶️ Spicy licenses give your reps the most advanced booking links that work smarter, not requiring an additional form step from your customers.

🔥 Hot licenses allow for smart booking through router links with advanced round-robin, booking via account ownership, and more via automated routing.

Learn more about creating meeting types for your team.

4. Making guests optional in Instant Booker

You can customize your team’s Instant Booker experience by helping them understand how to make guests optional and not send certain guests invites.

There are endless meeting scenarios where your reps might need to alter who gets an invite, who is marked as optional, and more. 

For example, not inviting a user instead of removing them may be useful if you still want to generate their dynamic tags, but not include them in the meeting.

You can perform these actions by clicking on the grey person icon next to the attendee in Instant Booker — hover with your mouse over the icon to see the steps.

Make guest optional

1. Click once on the grey person icon next to the guest’s name

2. The icon will turn light grey to highlight the attendee is optional

Don’t invite guest

1. Double-click on the grey person icon

2. You’ll see a confirmation screen asking if you don’t want to send an invite to the user — click Yes

3. The icon will turn red to highlight the user will not be invited

That’s it! If you change your mind, click again on the icon (optional guest) or double-click on the icon (not invited user) to revert this and invite them as regular attendees.

Learn more about making guests optional.

5. Schedule group meetings with Invite All

Picture this: You need to schedule a meeting with several stakeholders from your buyer, include your best sales engineer, and invite your VP who used to work with your champion. And they all live in different time zones.

Before Instant Booker this would take you much longer than the actual duration of the meeting itself to coordinate. Now it’s as easy as clicking Reply All in an email.

To Invite All, just open Instant Booker from any email thread with multiple guests. From there you can decide who is the main guest, which additional guests you’d like to include, add others, make invitees optional, and more.

A couple clicks later and you just included everyone necessary to the meeting, with automated invites, reminders, and meeting buffers.

When using Invite All:

🌱 Free licenses allow you to use Invite All via email to schedule more group meetings faster and stop going back and forth over email.

🌶️ Spicy licenses enable you to use Invite All via email to book directly on your teammates’ calendar while syncing everything to your CRM.

🔥 Hot licenses allow you to use Invite All via email to book meetings with advanced round-robin, booking via account ownership, and more via automated routing. Chili Piper will determine who the meeting should be scheduled with using predefined rules you create.

Learn more about adding multiple guests to Instant Booker.

6. Make sure every meeting — and every detail — is synced to your CRM

With basic booking link tools, the only way every meeting gets captured in your CRM is if it gets scheduled by the guest or is manually updated by your reps.

This can leave gaps in your CRM data and make reporting inaccurate and frustrating.

Because Instant Booker is built for reps, it’s the fastest and most efficient way to schedule every meeting. This means that every meeting booked is directly connected to your CRM.

Booking through Salesforce?

Booking while on the phone in Salesloft or Outreach?

Booking via Suggested Times in Gmail or Outlook?

Your customer is putting time on your team’s calendar via email signature?

Everything is synced. Nothing is lost.

🌱 Free licenses do not include a CRM integration.

🌶️ Spicy licenses provide powerful bi-directional CRM sync to make sure every single meeting is recorded.

🔥 Hot licenses enable you to leverage custom fields and objects for advanced routing, ownership-based assignments, automated CRM workflows, and more.

Learn more about how Chili Piper writes to your Salesforce Fields.

Start booking more meetings 

You are just getting started with your fancy new suite of booking tools and we hope you are as excited to be here as we are to have you 🚀. 

Looking for even more ways to automate your scheduling and accelerate revenue? Read more here:

Not on the Chili 🌶 train yet? Get Started For Free

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