Overview
Pooled Availability gives you the tools to enable prospects to drive meeting times based on their availability before being assigned to a Rep. Rather than a prospect being assigned a rep and then presented with available times, the prospect can view the availability of all appropriate reps first so that their availability is prioritized over Rep assignment. Your Round Robin node will then assign the prospect to the most appropriate rep available at that time.
Use Cases:
- Increased Booking Rates: Prospects can easily find a time that works for them, resulting in an increase of meetings booked and speed-to-lead.
- Reduced Scheduling Conflicts: By prioritizing the prospect's availability, customers are less likely to run into scheduling conflicts that can lead to delays in scheduling meetings and potentially cancellations or no shows.
Setting Up Pooled Availability
Pooled Availability requires two elements to be enabled. The first element is to create a Count Based Round Robin Pool in BookIt. The second element is using the Schedule Meeting with Round Robin Node and the previously created Count Based Round Robin Pool, in your BookIt router graph.
When the Prospect is presented meeting times, the times will include availability for all pool members.
Create a Count Based Round Robin Pool
When you create a Round Robin Pool in BookIt you will see a setting called Distribution Type. This is a picklist with two values: Order-Based and Count-Based. The system defaults to Count-Based, but you can choose Order-Based.
Count-Based
Count-based pools will schedule the meeting with the user with the lowest meeting count. This is also the setting value needed for Pooled Availability. Count-Based Pool Meeting Counts can reset as needed in the BookIt Settings.
Order-Based
Order-based will schedule the meeting with the next up user determined by the order set by the LeanData Administrator on the Round Robin Pool. All Pools Created before the Distribution Type setting was introduced will be set to Order-Based to maintain the existing behavior.
Using a Schedule with Round Robin Node
In any BookIt for Forms graph that you wish to include Pooled Availability, include a Schedule with Round Robin Node and select a Count-Based Round Robin Pool.
When Selecting Count-Based Pool, you will also have to select a distribution method. Select Pooled Availability to use this distribution method.
Summary
Using Pooled Availability gives you the tools to enable prospects to drive meeting times based on their availability before being assigned to a Rep.
For more information on working with BookIt for Forms please see our BookIt Guides.