Book Now
"Book Now" is a Chrome ext, built by Default, to enable your team to schedule, route, and handoff leads without having to open up Default, use messy internal channels, or facilitate back-and-forth communication across your Sales and GTM teams.
You can download the ext from this link: [link]
Authenticate
In order to use the Default Book Now extension all users must have a provisioned seat on Default.
All members that would like their availability added for booking purposes will also need to ensure they have a calendar connected.
Schedule
The first tab in the Book Now ext is meant to facilitate quick booking of meetings between you (rep) and anyone else by using a personal event or any of your Default favorited events (this can include Group or Team type events).
How to Schedule: Live Booking
To live-schedule a meeting with a lead, you can follow these steps:
Enter prospect's email
Select an event (Personal event only)
Click "Book now"
Calendar availability
Toggle "show live availability" to see free/busy times on calendar. As a member, you can add additional attendees to the meeting and see their calendar overlaps, including their free/busy.
Unlike inbound scheduling, reps are able to book time over existing meetings.
Manage hosts
In the scheduling tab, a host is fixated and cannot be changed if using a personal event type. Hosts can be changed if using a Team or Group event.
Additional attendees
Additional attendees can be added to your meeting (Group and Team events) if you add multiple members.
Event selection & notifications / reminders
Event selection is determined prior to the live scheduler. Once in the scheduler, you cannot change the event selection.
Notifications / reminders are managed in the same way they are now. You can find more in meeting reminders or in meeting notifications.
How to Schedule: Copy Link
The copy link provides a link for the lead to book time on their own. As a rep, you can send this scheduling link in any form of external communication, like an email or LinkedIn DM.
To provide a link to your lead and allow them to schedule themselves, you can follow these steps:
Scroll to your events (Personal events only)
Search / find personal event
Copy link
Routing
The second tab in the Book Now extension helps representatives route meetings to the right owner, whether it's through a queue or CRM record match ownership.
The routing tab relies on a connected workflow in Default. You should see a Browser Extension trigger available for use.
Only one workflow with this trigger can be active at once
Sample workflow: this sample workflow has the left branch set to route and the right branch for handoffs. For routing, it checks for record (contact) ownership, and if none found then it uses a queue to facilitate booking a meeting.
How to Route: Live Booking
Enter prospect's email
Click "Book now"
Calendar availability
Toggle "show live availability" to see free/busy times on calendar. As a member, you can add additional attendees to the meeting and see their calendar overlaps, including their free/busy.
Unlike inbound scheduling, reps are able to book time over existing meetings.
Manage hosts
In the routing workflow, a host can be set from the Default workflow canvas. If multiple attendees are added, the rep can change the host.
Default will rely on the host to:
Send calendar invites to the lead
Send configured meeting reminders to the lead
Send configured meeting status updates (booked, rescheduled, canceled, or no-show)
Send conferencing details to the lead
Additional attendees
Additional attendees can be added to your meeting (Group and Team events) if you add multiple members.
Event selection & notifications / reminders
Event selection for routing is all based via the admin configured workflow. It cannot be edited in the scheduler.
Notifications / reminders are managed in the same way they are now. You can find more in meeting reminders or in meeting notifications.
How to Route: Find Calendar
The find calendar option runs the admin configured workflow to find the corresponding link for the particular lead to book time on their own. As a rep, you can link to this scheduler in any form of external communication, like an email or LinkedIn DM.
Go to "Route" tab
Enter prospect's email
Click "Find Calendar"
Handoff
The third tab in the Book Now extension helps representatives hand meeting off to a member.
The handoff tab relies on a connected workflow in Default. Using the workflow, meetings can be handed off to:
A record owner
An active member of the same queue
An active member of a different queue
From the handoff tab you can also:
Cancel a meeting
Mark a meeting as no-show
Calendar events in the Handoff extension are limited to those where the extension user is the host. Event names are synchronized with calendar names. If the names do not match, you may need to refresh the extension.
Variables
When using the Browser Ext trigger, there are specific variables and options available in the data reference dropdowns that will help you, as an admin, ensure proper passing of data between the ext, the workflow, and the connected tools (such as Salesforce / HubSpot / Attio).
Variable Name | Options | Use-case |
|---|---|---|
Action |
| Used in an |
Book by id | Dynamic variable | Used to log the id of the member using the chrome ext |
Book by name | Dynamic variable | Used to log the name of the member using the chrome ext |
Book by email | Dynamic variable | Used to log the email of the member using the chrome ext |
Lead email | Dynamic variable | Used to log the email of the lead for routing / handoff |
Domain from email | Dynamic variable | Used to truncate the email to include jus the |
Source |
| Used to track where the chrome ext was used from. Currently supporting Salesforce, HubSpot, and Gmail |
Record ID | Dynamic variable | Used to track the |
Record Type | Depends on CRM:
| Used to determine the type of record that was routed |
Previous Queue ID | Dynamic variable | Used to check / write the queue id of the original meeting. Used when trying to handoff |
Prospect Email: Quick fill
When the chrome ext is used from Gmail, Salesforce, or HubSpot, Default automatically captures the lead's email for routing. To do this you can
Go to Salesforce / HubSpot / Gmail
Open the chrome ext
Prospect's email will be pre-filled for scheduling or routing