Calendly: Book First Meeting Email Series (Automation Recipe)


Encourage new contacts to schedule a meeting with you with this email series automation.

When a new contact subscribes to your email list, enter them into this meeting request email series to encourage them to set up a meeting with your team. As soon as the client books their first meeting with you through Calendly, thank them for setting an appointment and remove them from the automation.

Setting an initial meeting is the first step to turn contacts into leads, and leads into customers. Wondering how to schedule a meeting over email? This automation lets you automatically share your Calendly link with each new contact who subscribes.

You can use this appointment email series alongside your usual welcome email series, too -- wait steps make it easy to space out your meeting request emails. By sending meeting schedule emails to new contacts alongside a welcome series, you can catch them while your company is still top-of-mind -- which makes them more likely to book that first meeting with you.

The automation uses your Calendly integration to continuously check whether the contact has booked a meeting, so they don't keep receiving the emails in your first meeting email series.

ActiveCampaign's Calendly integration lets you seamlessly add or update contacts in ActiveCampaign whenever a meeting is booked in Calendly. With automations, you can also send contacts personalized follow-up messages (and close more deals faster).

Before importing this automation, set up your Calendly integration.

Here's how the "Calendly: Book First Meeting Email Series" automation recipe works:

1. The automation is triggered when a contact subscribes to your email list. You can choose a specific email list or a more general master list for this trigger.
2. The automation waits 5 days. You can adjust the time on these wait steps. This automation is intended to run alongside your welcome email series, which is why the wait steps space the emails out.
3. The automation sends the contact an email sharing your Calendly link and encouraging them to book their first meeting.
4. The automation waits 5 days.
5. The automation sends the contact a second email sharing your Calendly link and reminding them to book a meeting.
6. The automation waits 10 days.
7. The automation sends the contact a final appointment reminder with your Calendly link.
8. An If/Else condition checks to see whether the contact has been assigned the "calendly-integration" tag, meaning they've scheduled an initial appointment. Make sure to adjust this step based on the tag you use for initial appointments.
9. If the contact has scheduled an initial appointment, they move on to the goal step. Throughout the automation, this goal step checks to see whether or not the contact has the "calendly-integration" tag. If the contact books a first meeting at any point, the goal step is triggered.
10. When the goal step is triggered, the automation sends the contact an email thanking them for signing up for an appointment and sharing any information they need to prepare for the appointment. The contact is then removed from the automation so that they won't receive additional meeting request emails.
11. If the contact has not scheduled an initial appointment by the If/Else step, the automation waits 20 days, then re-sends the final appointment reminder email with the Calendly link. If you don't want the final appointment request email to be sent out every few weeks, you can end the automation here instead of re-routing the contact to step 7.

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