Streamline Conference Bookings with Leadmonk: From Webinars to Shared Resources

Conferences are a cornerstone of knowledge sharing and industry growth. But managing registrations, invitations, and post-event resources can be a logistical nightmare. In this blog series, we'll explore how Leadmonk can revolutionize your conference booking process, streamlining everything from initial webinars to sharing valuable post-event resources.

Whether you're hosting a large-scale industry summit or a niche online webinar, Leadmonk provides a user-friendly platform to simplify every step. We'll delve into how Leadmonk can help you.

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Scheduling One-Time Events & Webinars

Leadmonk simplifies scheduling one-time events like webinars or conference appointments. You can control available booking times, ensuring attendees can only register for your designated date and time. Here are two options to achieve this:

Option 1: Specific Date Availability

Step 1: Create an Availability Profile

Create a new availability profile and name your profile as "Webinar" so that it's easy to identify later.

Step 2: Specify the Webinar Date and Time

In the "Specific Date availability" section of your availability profile, select the date and times that you want to schedule your Webinar. You can select the start and end times, as well as the time zone.

Step 3: Set Weekdays as Unavailable

To ensure that your Webinar is only available on the specified date and times, make sure to uncheck all weekdays as available days in the "Available times weekly" section. This will ensure that the Webinar is only available on the specific date you've chosen.

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Step 4: Save Profile and Link it to Meeting Type

Once you've created your availability profile, save it and then link it to the event type relevant for your Webinar. Go to the "Meeting types" page, select the Webinar meeting type, and click on "Availability Preferences" tab. Select the "Webinar" profile that you just created from the dropdown menu.

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That's it! Now, when someone goes to schedule a Webinar event, they'll only be able to select the specific date and time that you've set up in your availability profile.

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Option 2: Date Range Availability

You can also assign availability profile with all available weekdays but you can show the availability only for specific date(s) as shown below in the event type customization i.e. by specifying the date range for the field "With in a date range". Here you can also default timezone of conference venue in the meeting type so that guests can see the availability only in that fixed timezone.

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Use Case: Centrally Managing Shared Resource Bookings in Leadmonk

In this use case, each resource booking is independent of other shared resource bookings such as meeting room bookings. You want to manage bookings of all the shared resources centrally. To manage bookings of multiple shared resources, such as meeting rooms or gaming devices, centrally, Leadmonk offers two options to meet this requirement.

Option 1: Using the standalone feature in Leadmonk

To use this option, you can follow the below steps in Leadmonk:

1. Create an Meeting Type for Each Shared Resource

Create an Meeting type for each shared resource, such as meeting rooms, that you want to manage centrally. Customize each Meeting type by adding the resource details, such as name, description, and booking duration.

2. Create Availability Profiles

Create availability profiles with each resource name for easy identification, and maintain the shared resource availability in that profile for booking. Specify these availability profiles in the relevant Meeting types created earlier.

3. Select "Standalone" Option

In the "Availability Preferences" section of the Meeting type, select the "Standalone" option. This option lets the Meeting type behave as a standalone calendar for free-busy availability checks while showing open appointment slots to the invitees. In this case, a connected Google/Outlook calendar is used to add appointments to the calendar and not for availability checks.

4. Add Invitee Questions

Add invitee questions to the Meeting type if required to collect the details you want from invites as part of the resource booking.

5. Add Reminders

Add email/SMS/WhatsApp reminders to the Meeting type to reduce no-shows. You can also make use of workflows to send appointment notifications.

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6. Clone Meeting Types

You can clone the Meeting type to quickly create new ones with minimal changes such as name, description, and availability profile for other shared resources.

7. Publish the Booking Page

Publish your booking page wherever clients find you, such as embedding Leadmonk on your website or adding Leadmonk to your emails, text messages, WhatsApp, or social media profiles.

8. View Appointment History

You can easily see the appointment history of clients in Leadmonk. You can filter appointments by name/email address/mobile number/appointment type, and export appointments to an Excel file for further analysis.

Note: The availability of resources is determined only based on the bookings done in the Leadmonk application. If you make a resource booking outside of the Leadmonk application, then Leadmonk doesn’t consider that while determining the availability check as it does not refer connected calendar for that.

By following these steps, you can efficiently manage shared resource bookings centrally using Leadmonk's standalone feature, ensuring that resources are booked correctly and conflicts are avoided. The process is streamlined and straightforward, saving you time and effort in managing shared resource bookings.

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Option 2: Individual Leadmonk User Accounts for Each Shared Resource

If you prefer managing your shared resources using separate user accounts for each resource, Leadmonk provides you with that option. Each shared resource can be managed using a distinct Google/Outlook calendar. Here are the steps you need to follow to set up shared resource bookings using individual Leadmonk user accounts:

1. The owner/admin of the organization creates an organization or workspace in Leadmonk and invites other users using the email address of each shared resource. Check out the help page on creating an organization (workspace) in Leadmonk for more information.
   
2. Once Leadmonk accounts are created for each shared resource email address, the owner/admin creates a team page and adds these users to be part of that team. For more information on how to set up your team booking page, refer to the help page.
3. Create team event types such as a collective event for each shared resource by adding the Leadmonk user account that represents a shared resource. You can refer to the help page on how to view the team page and create team event types for more information.
4. You can easily track the appointment history of each shared resource in Leadmonk. You can filter appointments by name, email address, mobile number, or event type. Additionally, you can export appointments to an Excel file for further analysis.

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Leadmonk empowers you to go beyond basic scheduling

• Group Meeting Type: Manage conference bookings centrally and distribute appointments to available sales reps on the conference day.
• Multi-Host Meeting Type: Facilitate meetings with multiple co-hosts, ideal for conference panels or group discussions.
• Round Robin Meeting Type: Ensure fair distribution of booking requests by assigning attendees to available meeting rooms or sales reps based on a round-robin approach.

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The Benefits of Leadmonk for Conferences

• Reduced Scheduling Friction: Eliminate back-and-forth emails and ensure attendees book appointments within designated times.
• Optimized Resource Management: Maximize the utilization of meeting rooms and ensure fair allocation among sales reps.
• Improved Lead Conversion: Respond quickly to inquiries and schedule meetings instantly, boosting conversion rates.
• Streamlined Workflow: Automate lead routing and scheduling, freeing up valuable time for sales reps and conference organizers.

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Conference Meeting Booking Use Cases with Leadmonk

Leadmonk offers various solutions for managing conference meeting bookings, catering to different needs. Here's a breakdown of the use cases covered in the provided content:

1. Sales Rep as Dedicated Co-Host and Meeting Pods in Round Robin Pool

Enable customers to book meetings with dedicated co-host(s) and a rotating team member. Meeting slots are shown only when all fixed hosts and at least one team member from the round-robin pool are available. Leadmonk can streamline conference meeting bookings with a dedicated co-host and resource pooling, ensuring efficient scheduling and space utilization.

Here's how it works:

• A specific sales rep is designated as the dedicated co-host for conference meetings.
• Meeting pods (rooms or other meeting spaces) are set up as resources within Leadmonk.
• Leadmonk's scheduling system only shows availability when both the sales rep and at least one meeting pod are available.

Benefits:

• Ensures a consistent point of contact (the sales rep) for all conference meetings.
• Optimizes meeting pod usage by employing a round-robin pool allocation.
• Simplifies scheduling by displaying only truly available time slots.

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2. Booking Multiple Meeting Rooms/Pods Centrally:

Scenario: You have multiple conference rooms or meeting pods with independent availabilities.

Solution:

• Create separate Leadmonk accounts for each room using unique email addresses (e.g., conference+room1@ldmk.io).
• Connect a common calendar (e.g., conference@ldmk.io) to all Leadmonk accounts and mark this calendar in Leadmonk account to not to check for free/availability check. Then Leadmonk account itself behaves as a calendar for free/busy availability check independent of connected calendar.
• Define availability profiles for each room, specifying time zones for in-person meetings.
• Create a "Round Robin" meeting type in the admin account, adding all room accounts.
• Assign the specific availability profile for each room within the round robin type.
• Set the default conference time zone in the meeting type.

Benefits:

• Centralized booking for multiple rooms.
• Time zone management for in-person appointments.
• Round robin distributes bookings evenly across available rooms.

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2. Booking Sales Rep Meetings

Scenario: You need to schedule meetings with your sales reps during the conference.

Solution:

• Create a "Round Robin" meeting type and add all sales reps as members.
• Assign a conference-specific availability profile to the round robin type.

Benefits:

• Centralized booking for sales reps.
• Round robin distributes meetings fairly among reps with availability.

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3. Booking & Distributing Meetings on Conference Day:

Scenario: You want to take bookings centrally but distribute them to sales reps and rooms on the conference day.

Solution:

• Use a "Group Meeting" type with a limited number of available spots per time slot.
• This restricts booking to the number of available reps and rooms.
• Manually distribute bookings to specific reps and rooms based on availability on the conference day.

Benefits:

• Centralized control over overall bookings.
• Flexibility to manage allocation on the conference day.

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4. Routing Bookings Based on Sales Rep Expertise:

Scenario: You want to route conference bookings to sales reps with relevant expertise.

Solution:

• Utilize Leadmonk's "Routing Rules" feature.
• Create rules based on factors like industry, product, or region expertise.
• Bookings are automatically routed to the most suitable sales rep based on these rules.

Benefits:

• Ensures attendees are connected with the most qualified sales representative.
• Improves customer experience and potential for successful meetings.

By understanding these use cases and Leadmonk's features, you can streamline your conference booking process and optimize your team's efficiency.

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5. Group Networking Sessions Based on Interests:

Scenario: Facilitate networking opportunities for attendees with similar interests.

Solution:

• Create a "Group Meeting" type in Leadmonk.
• Allow attendees to pre-register for networking sessions based on industry, topic, or other relevant categories.
• Use custom fields in the booking form to capture attendee interests.
• Set a limited number of attendees per session to promote focused discussions.
• Utilize Leadmonk's automated email/SMS reminders to encourage session attendance.

Benefits:

• Attendees connect with others who share their professional interests.
• Creates a more targeted and productive networking experience.
• Streamlines session organization and attendee management.

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6. One-on-One Speed Networking Events:

Scenario: Organize efficient speed networking sessions for attendees.

Solution:

• Create a custom event type in Leadmonk specifically for speed networking.
• Define a time slot for each meeting (e.g., 10 minutes).
• Utilize Leadmonk's "Round Robin" functionality to automatically match attendees for one-on-one meetings within the allocated time slots.
• Integrate a video conferencing tool for virtual speed networking sessions.
• Allow attendees to pre-register and indicate their areas of interest.

Benefits:

• Maximizes the number of networking connections for attendees in a short time frame.
• Provides a structured and efficient way to network with a diverse group of people.
• Integrates technology to facilitate virtual or hybrid conference formats.

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Conclusion

Leadmonk goes beyond simple scheduling. By leveraging its functionalities, you can transform conference booking from a time-consuming hassle into a well-oiled machine. From scheduling webinars to managing shared resources, Leadmonk empowers you to focus on what matters most: making your conference a success.

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FAQs: Conference & Event Appointment Management

Can Leadmonk be used to manage appointments for conferences and events?

Absolutely! Leadmonk offers a flexible solution for scheduling appointments during conferences and events.

1) What types of appointments can I manage?

• Sales Rep Meetings: Schedule one-on-one meetings between attendees and your sales team.
• Meeting Room Bookings: Manage bookings for specific conference rooms.
• Combined Bookings: Allow attendees to book appointments with both a sales rep and a meeting room.

2) How does Leadmonk handle time zones?

• Multiple Availability Profiles: Create different profiles with specific time zones for your team members or conference locations.
• Default Time Zone: Set the conference location's time zone as the default on your booking page for a seamless scheduling experience for attendees.

3) Can Leadmonk distribute appointments among my sales team?

Yes! Use the "Group Meeting" type to collect bookings centrally and then distribute them to your sales reps on the conference day using Leadmonk's allocation features.

4) Can Leadmonk handle multi-attendee event bookings?

Yes! Leadmonk allows attendees to book appointments for events with multiple participants. This is perfect for workshops, panels, or other group sessions.

5) How can I set availability for webinars in Leadmonk?

Create an availability profile specifying your available times for webinars. Then, link this profile to the "Webinar" meeting type in Leadmonk. This ensures users can only schedule webinars during your available slots.

6) Can I set availability for specific dates within a range?

Yes, Leadmonk allows you to define a date range for availability within a meeting type. This way, you can show availability only for specific dates within a timeframe.

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Streamline Your Business

• Discover how Leadmonk streamlines your sales outreach and unlocks cost savings for your inside sales teams.
• For a streamlined sales process, explore both round robin scheduling and multi-host meetings.
• Seamlessly automate booking demo or sales meetings directly from your Marketo, Web form or HubSpot forms using Leadmonk.
• Boost Revenue: Dive deep into strategies for speeding up B2B sales and maximizing revenue.
• Capture More Leads: Enhance your lead capture capabilities by integrating Clearbit with Leadmonk.
• Close More Deals: Close more SaaS deals with automated demo and sales meeting scheduling, and discover tips and tools to increase SDR and BDR productivity.
• Qualify Leads Like a Pro: Refine your lead qualification process with resources on faster B2B qualification, self-qualification forms, and proven lead generation and conversion strategies.
• Targeted Sales & Conversions: Close more deals by routing leads to the right sales rep, and learn how to generate high-quality leads that convert into meetings with our ultimate guide.