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Email a meeting alert to the sales rep when a prospect books a meeting

Want to let your sales rep instantly find out when a prospect books a meeting? Here’s a detailed template to automate meeting alerts to the sales rep on email, as soon as it’s assigned to them.

Krishna Charan
May 17, 2024
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I’ve always found our sales folks at RevenueHero immediately spring to a discussion when a meeting is assigned to one of them. They receive instant alerts on email and other channels when a prospect books a meeting. It helps them be proactive and gives more time for meeting prep.

Let me show you how you can use RevenueHero to automate and send these meeting alerts instantly to your assigned rep’s email inbox.

How to automate ‘meeting booked’ alerts for your sales reps on email

RevenueHero provides dedicated workflows to automate the entire lifecycle of your prospect’s meetings.

Not to mention, our reps never have to manually update the CRM about new meetings booked and other meeting statuses – RevenueHero detects this automatically and pushes this data to the CRM.

Here’s how you use email to alert your sales reps when someone books a meeting:

1. Choose your workflow’s trigger and corresponding action

Head to the workflows tab in RevenueHero and create a new workflow. You’ll see a slew of triggers to simplify your GTM workflows. From the options, choose “When a meeting is booked”.

In the next page, choose the Meeting Types for which the workflow needs to be triggered. You can configure it for All Meetings or select specific Meeting Types.

For instance, you might have a specific meeting type for SDRs to qualify prospects and a different one for AEs taking demos. You can take these meeting scenarios into account while triggering alerts.

Then, add the outcome for the trigger by selecting “Send mail to assignee”.

2. Create a meeting alert with useful lead information for sales reps

Now, you can add your personalized alert message to be triggered on email. In RevenueHero, you can also configure the alert along with all the necessary lead details such as:

  • Meeting time and type
  • Prospect details based on form entries and enrichment
  • Assigned sales rep’s name
  • Name of the form (mapped to different meeting booking pages)

And a lot more meeting info with just a slash “/” command to pull these variables.

Pro tip 1
: You can also choose to create a group email id with your sales reps and use “Send mail to specific address” as a trigger. This will help team-wide visibility whenever a meeting is booked – while the email body will contain the details of the sales rep who’s been assigned the meeting.

Pro tip 2: Include "Form Entries" along with the email. It's one of those tiny details that goes a long way and helps sales folks get all the information in one place instead of having to go back to the CRM just to see what they filled out.

If you’re looking to configure more workflows and use cases that span across your GTM, check out our power routes.