Ever hopped on a landing page and tried booking a demo?

You plug in your details, then a day later someone from the sales team reaches out, you go back and forth on finding a time that works for you both, and finally hop on a call to discuss the product.

That’s a lot of work and opportunity for a lead to slip through the cracks and not convert.

Moreover, as a sales team, this workload 10x as you grow with all your demo requests coming in. Your sales agents are spending a lot of time managing this workflow. And maybe you don’t have the budget for a fancy sales CRM tool to tackle all of this for you.

Luckily, using tools such as Zapier we can build a no-code automated flow to instantly capture demo requests, and schedule a call with a sales agent. When the time comes, your sales agent is automatically connected to the lead for the call.

We’ll do this by using four main tools:

1. Calendly – to automatically capture and book meetings on a calendar
2. Callingly – to schedule a call to connect the lead with a sales agent
3. Gmail – to send confirmation email to the lead that they’ll be reached out to on the booked time slot, and send any advance information their way
4. Zapier – to connect these tools together

If you’re not a fan of long articles, well we’ve got a video recording of this set up for you here.

Step 1: Connect Calendly to Zapier

The first step is to ensure that whenever a meeting is booked on Calendly, this triggers a Zapier workflow.

To do this, let’s first find the Calendly app on Zapier, and trigger the Zap whenever a calendar event is created using the ‘Invitee Created’ trigger event.

You’ll be prompted to link your Calendly account to Zapier like below:

When you do this, you’ll see a pop up asking for an API Key. This key can be found on your Calendly page.

To find the API Key, head to integrations in the top right corner.

Copy the integration API key available as seen below, and paste it into the Zapier pop up and hit Yes, Continue.

Once you’ve done this, you can create a dummy calendar event on Calendly to test that the trigger event works.

Once you’ve done this, on Zapier, test the trigger zap and you should see a success prompt like the one below:

Step 2: Send Calendly bookings to Callingly

Great! So now you’ve got Zapier listening in to whenever a new event is booked on your Calendly for your demos. We can now make sure any demo booking is sent over to Callingly so a call is scheduled for the future with a sales agent to reach out to that lead over the phone.

Let’s first find the Callingly app on Zapier:

We then want to select the ‘Schedule a Call’ action event so the call is scheduled for the future.

We can now pass in the specific data necessary for Callingly to schedule the call as seen below:

Once we’ve done this, if we test the event and head to our Callingly dashboard Calls view, you’ll see a call has been scheduled for the future:

Step 3: Send confirmation using Gmail

Final step. Let’s now make sure the lead gets a personal note from the Callingly team confirming the demo meeting has been booked and that we’ll be reaching out.

To do this, create another action event and add the Gmail app with the action event ‘Send Email’.

Hit Continue, we can now pass through the necessary details to craft our email as seen below:

Once you’ve done this, hit Continue and give it a Test. After that, hit Done Editing and turn on your Zap. You’re all set and good to go.

Whenever a new demo or meeting is booked, you’ll now automatically ensure someone on your team is connected with the lead at the meeting time, and also send a confirmation email right away letting them know the meeting was booked successfully.

See any improvements that could be made?

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Omni-channel customer support is the way to go these days.

Email, live-chat, and phone. The holy trinity of touch points for your leads and existing users to reach out to you.

Many small businesses use live-chat to tackle inbound communications related to their business. But not every potential lead is a fan of live-chat and would rather talk to someone on the phone. Or some may just need a finer touch such as an enterprise lead.

In this video, we’ll walk through how you can set up a no-code automated lead triage workflow that’ll allow you pass important leads to your sales team automatically. We’re going to use Zapier to integrate Intercom, FreshSales CRM, and Callingly.

If you’re not much of a reader and would rather watch a video set up, head here.

Our use case:

Well let’s say right now you qualify each live-chat lead by asking for their contact details:

Now, if a lead does provide their phone number then maybe it’s better to connect them through to a sales agent rather than throw them into your already backlogged support queue.

With Intercom and many other live-chat tools you can automatically create rules based on the details provided by a lead. In this example, we’ll automatically tag a lead ‘Escalated’ if they provide their phone number.

Then our sales automation workflow kicks off:

STEP 1: Capture Intercom leads

Using Zapier, we’re going to start by ensuring any leads tagged with ‘Escalated’ are also fed into our CRM.

To do this, head to Zapier and create a new Zap.

In the Zap, let’s start by adding Intercom as our app and the trigger event ‘Tag Added to Lead’. You’ll then be prompted to authorize your Intercom account so go ahead and do that.

Once we’ve done this. We can now define the specific tag to look for: Escalated.

Then hit Test and send an example Intercom message through that’s had a lead tagged ‘Escalated’.

This should present you with example lead details.

STEP 2: Send them to our FreshSales CRM

So now we’ve captured the lead’s information and can pass it through to our CRM.

To do this, let’s add an Action Zap for the app FreshSales with the Action Event ‘Create Lead’.

Once you do this you’ll be asked to authorize a FreshSales account and connect it to Zapier. This will prompt you with a pop up asking to input your FreshSales API Key and FreshSales URL.

To set this up, head to your FreshSales CRM account, pop into Settings, and then head to the API Settings tab to retrieve your API Key. The URL for your FreshSales CRM account will also show you the subdomain name you need to enter.

Once you’ve entered that information, hit Yes Continue. Zapier should connect successfully to your FreshSales account now.

Now hit Continue to set up the data you’d want to pass through to FreshSales.

‘Create a Lead’ allows us to input the various data points Intercom has provided into FreshSales. You can enter in the information, or more depending on what Intercom provides for your system below:

Once you’ve done that, hit Continue and give your Zap Action Event a test. You can then pop over to FreshSalse to see if the lead has correctly been created in your CRM.

STEP 3: Connecting the lead to your sales team

Now let’s make sure these leads are on the phone with your sales team as soon as possible.

Add Callingly as an app and add an action event ‘Call Lead’.

Connect through to your Callingly account and then pass through the specific lead information into Callingly as seen below:

When you test this step, you should now see a notification on Callingly alerting you to a new lead. Your lead is now automatically routed to an available agent and the agent is connected through to the lead via the phone.

And you’re done. Here’s the final end-to-end setup.

What are your thoughts on this setup? Any no-code support to sales workflow automation ideas you’ve used that you’d like to share? Let us know!

When you start a new business, there’s a lot you need to do to drive sales and growth.

Your sales team is one of the primary touchpoints of your brand, and with a small customer base and sales pipeline initially, the manual work is relatively easy and simple. However, a few years later, you could possibly have hundreds or thousands of customers…and many more leads and prospects in the pipeline.

Keeping track of all this, and which stage a lead is at can become quite complex.

As you start growing, and tackling different markets and veriticals, manual management is next to impossible now. The growth of the business also indicates that you’ve outgrown your previous sales and marketing models. Hence, it’s time to automate some of those sales functions and lighten the load on your sales professionals so they can focus their time on the important value-additive tasks.

If you’re confused about where to start when it comes to this, there are tools that you can automate using no-code workflows. No-code tools allow you to get work done without any coding involved. They take away any room for human error and limit the repetitive and boring work your employees may have to do. Plus, you no longer have to request the tech team to help and then wait for months to have a simple implementation or update made.

We’ve listed some pretty cool sales automation tools for you. Pick one that goes with your sales and marketing strategy, they’re all fantastic tools that can integrate through Zapier into your overall MarTech stack.

Reply.io

You need to keep in touch with both existing and potential clients, and this can end up requiring a lot of manual effort.

Reply.io is perhaps one of the most all-rounded and tech-savvy services you can find to help here. It’s a handy solution for both new businesses as well as established ones.

If you wonder what it’s like to integrate Reply’s automation tools, here’s all you need to know:

Audio and Video Integrations Reply.io offers custom CTA’s, real-time analytic updates, inbound call transfer, custom caller ID, and a great user interface to help with trackinig and automating your inbound and outbound sales flows.

Multichannel Sequences Tapping into a variety of platforms such as LinkedIn contacts. Reply.io let’s you craft personal and follow up emails, schedule calls, and do omni-channel mass messaging.

Furthermore, you also get tons of data sourcing and managing integrations compatible with your own CRM.

HubSpot

HubSpot has the perfect formula to help you meet your sales needs while you focus on other business areas.

Whether you need to manage a hundred clients or a large community of 10,000 clients, the pricing plans are reasonable and affordable.

With HubSpot automation, you’ll get:

• Content Support
• Content creation tools, content optimization, and email marketing.
• Salesforce integration.
• Fully automated social media suite.
• A/B testing for CTA and emails.
• Attribution reporting, custom event reporting, revenue reporting, and contacts and company reporting.

And much more. HubSpot is a powerful 360-degree tool that packs a heavy punch when it comes to sales and marketing.

Airtable

Airtable is an excellent no-code tool to use. This app offers you many features that allow you to boost productivity, build workflows, and manage data effectively. Not only is Airtable easy to use, but it also offers integrations with many other platforms such as Slack, Trello, and our favorite – Zapier.

Essentially Airtable is MS Excel with superpowers. It can be best classified as a hybrid software that allows you to both store data and build on top various views and logic. This makes Airtable one of the best platforms to add to your automated sales mechanism.

Here are some additional features you can get with using Airtable:

• Allows you to store various file formats within the database and views
• Build layers on top of your data similar to front-end database views
• Create custom in-take forms that double as lead capture forms
• Carry out workflow triggers based on actions to the data similar to a CRM

Callingly

There’s nothing as swift as Callingly for those who are always looking to improve their lead response times.

It integrates with various platforms through Zapier and natively. The service continually keeps you connected and updated regarding new leads that come through your funnel, and instantly puts them in touch with one of your available sales agents.

Upon adding Callingly to your automated sales mechanism, here are some benefits you’ll get:

• Compatibility with Zapier, HubSpot, Salesforce, Facebook, etc.
• Effective customer and lead management
• Getting calls answered or returned from almost all leads
• Syncing lead analytics to your business CRM
• Build rules to triage, escalate, and send leads to appropriate agents in your sales team

Calendly

There’s nothing like the pressure you feel when prepping for a last-minute meeting that’s scheduled hours before your flight. As your business continues to expand, you have more clients to manage, more meetings to attend to, and more conferences to be a part of.

Juggling such a hectic timetable often leads to a clash between meetings or even risks your own health.

What you need to keep your schedule sane and easy to follow is an automated system that handles and appoints all your meetings without any blunders or human errors. A no-code tool like Calendly is precisely what you need and will definitely appreciate its excellent management support.

Here’s how Calendly changes the game for you:

• Calendly books your appointments for you
• It notes down your availability preferences and creates multiple work plans. You can share your Calendly links via email, and the client can pick the one that suits them most, and a meeting is booked on your schedule
• It’s integrates with Office 365, Google, Outlook, iCloud, and other calendar apps
• It offers 1-on-1, round-robin, and collective availability meetings
• You can schedule buffer timings as well as private events

Wrapping It Up

To put it briefly, automated sales tools are a need for every business owner or sales manager. Whether you’re taking baby steps or you’re already a big gun, these integrations come with countless opportunities and benefits.

They lighten the manual workload on your team and manage tasks with more effectiveness. By cross-integrating these tools, you can help your business grow at a faster and safer pace!

Wouldn’t it be neat if you could delight your potential leads with a personalized video from your team letting them know they’ll be in touch soon over the phone?

Or perhaps every prospect got a personal video message from your CEO thanking them for showing an interest in your business, shortly followed by a call from the sales team?

And what if all this could be automated, and tightly integrated with your existing sales stack such as your CRM?

That’s what we’ll be showing you below. We’re going to use Zapier to integrate Typeform, Pipedrive, Bonjoro, and Callingly.

Every lead you capture using Typeform, we’ll send this automatically to Pipedrive’s CRM and added as a contact. From Pipedrive, the lead’s details are sent through Bonjoro to the CEO so he’s notified on his phone to record a quick intro video message and let the lead know someone from his sales team will reach out soon. Shortly after, the lead details are routed through Callingly to a sales agent who promptly gives the lead call.

That’s engaging, unique, and likely to drive better conversion versus a traditional callback flow.

So let’s dive in, and walkthrough an example to show how we set this up, and how your sales team could do it too – no need for a developer to be involved.

If you’re not much of a reader and would rather watch a video set up, head here.

Use Typeform to capture lead details and send them to Pipedrive

To set up Typeform, we’ve covered this in a previous post so we won’t dive into detail, you can see a step by step here.

But once you’ve got your Typeform set up, we need to set it up as the trigger on Zapier. If you’re unfamiliar with Zapier click here to learn how to create Zaps.

We’ll want this Zapier trigger to fire every time a new submission occurs on our form.

Pick the right form on your Typeform and hit Continue to complete setting up the Trigger.

Now let’s add an action event on Zapier that sends the lead details captured by Typeform to Pipedrive.

We’ll be using this lead information to create a person on Pipedrive by setting our action event to “Create Person”.

Below, once you hit Continue you’ll be prompted with specific fields we need to fill in to ensure the person is created on Pipedrive. In our case, we’ve sent through the Name, Email, and Phone Number.

Hit Continue and test this event to create a person on Pipedrive. If it’s successful you should be able see a person in your Pipedrive now:

Great. Halfway there. Now let’s do the fun part of connecting with Bonjoro.

Connecting to Bonjoro and capturing personalized videos

Bonjoro is an app that lets you create personalized videos with ease.

We’re going to use it to grab a personalized video for each lead from our CEO. Our CEO will thank them for reaching out and let them know someone from our team will be in touch soon.

First, head here if you don’t have a Bonjoro account and create one. Bonjoro has done a great job explaining the step by step of configuring Bonjoro here, so we won’t duplicate efforts.

Once you’ve configured Bonjoro, then create a campaign specific to your sales flow.

Once you’ve done that, head back to Zapier and connect it with your Zapier flow by adding it as an action event.

Find the Bonjoro app on Zapier, and connect it with your Bonjoro account:

Then let’s set the Action Event to creating a task. This triggers the workflow where we can notify our Bonjoro account each time a new video is required.

Hit Continue and then let’s pass through the necessary details Bonjoro will need to deliver the recorded video email to our lead.

This will trigger a notification on Bonjoro that a new video needs to be recorded:

In our example, our CEO can then login through his phone or desktop and hit Record Now to create a quick personalized video along with a short message.

Once this is done, the lead receives an email like the one below. The lead can then click and play the video to watch a quick welcome video personally recorded by our CEO for them.

Have someone from the sales team reach out using Callingly

With a personalized video letting a lead know someone will reach out shortly, we can’t have them waiting. This is where Callingly comes in.

Callingly ensures your sales team is instantly notified of a new lead and connected through to them over the phone in under 30 seconds.

If you don’t have a Callingly account, head here to set one up.

After you’ve done that, go to Zapier and add another Action Event ‘Call Lead’ for the Callingly App.

Hit Continue and then plug in the necessary information such as the lead’s name, email, and phone number that need to be passed through to Callingly and your sales agent, so they can call the lead back.

Hit Continue and test the action event.

You’ve now completed the set up end to end. With a new Typeform lead submission automatically added to Pipedrive, a personalized video is sent to the lead via Bonjoro, and the lead is called back by a sales agent using Callingly.

Voila, you’re all set. A seamless no-code workflow that has upped your lead response game.

Drop us a note and let us know what you think. Do you think a tool like Bonjoro can boost lead engagement?