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Enterprise Scheduling Software: What to Look For

Enterprise scheduling software transforms revenue teams’ ability to get new leads into the pipeline and support existing customers. 

Instead of manually coordinating meetings for sales, marketing, and customer success teams over back-and-forth emails, companies are adopting enterprise appointment scheduling solutions that can scale.

These tools solve some of the biggest challenges in setting and managing external meetings at B2B companies. From automating scheduling across multiple teams and calendars to using advanced business logic to route bookings to the right reps, enterprise scheduling solutions accelerate pipeline growth.

Even better — they deliver a seamless booking experience for prospects and customers alike.

Decorative image of available product specialists being scheduled with an account executive.


What is enterprise scheduling software?

Enterprise scheduling software automates appointment setting for B2B sales, marketing, and customer success teams. It uses advanced business and routing logic to find available meeting times with the right reps. 

Plus, it notifies all parties of upcoming appointments, and automatically sends personalized followup content. 

So, what started as a simple calendar tool (often tied to an email client like Outlook) has evolved into a software category that’s now critical to the pipeline generation process. Enterprise appointment scheduling software can optimize scheduling and resource allocation across different teams, apps, and time zones on the backend while giving frontend users a seamless experience.

Landing pages, web forms, emails, chats—it doesn’t matter where the prospect or lead is. They can book a meeting in seconds while you grow your pipeline without the overhead.




Key features of enterprise scheduling solutions

Not all scheduling software is fit for the enterprise. The most robust, scalable solutions typically include these capabilities:


Omnichannel appointment scheduling and calendar management

B2B revenue teams use enterprise scheduling software to automate meeting bookings with prospects and customers. These solutions typically integrate with Google Calendar, Microsoft Outlook Calendar, Zoom, or Google Meet, managing individual and shared calendars at scale. 

Whether prospects are scheduling from landing pages, web forms, emails, or AI chats, they’ll see an accurate selection of meeting slots based on real-time data from all connected sources.  

Effective appointment scheduling and calendar management can optimize operations by: 

  • Reducing double bookings and scheduling conflicts
  • Prevent overbooking or unfair allocation to certain reps
  • Get more bookings by making the user experience frictionless


Advanced resource booking and management

To automate scheduling, enterprise solutions must be able to reference complex business logic that makes decisions based on what resources are available. In this case, it’s the the sales or CS reps themselves. This ensures the right meeting attendees are available and prepared for every call.   

Real-time booking features help reps optimize their results by:

  • Prioritizing high-value or urgent leads and allocating them to top-performing reps or those who have the capacity to respond faster
  • Ensuring reps’ expertise matches the needs of the prospect or customer booking
  • Automatically adding managers or technical support team members to meetings where their oversight is useful
  • Only allocating rep resources to meetings in the right language or time zone, improving credibility and communication


     




Automated reminders and notifications

Enterprise B2B scheduling solutions typically have the ability to send customized, automated reminders before and after a meeting. 

Internal-facing, configurable alerts notify reps and managers when an appointment has been scheduled. These alerts also share important details that help them prepare. External-facing reminders reduce no-shows, encouraging the prospect or customer to attend their upcoming meeting. 

Enterprise scheduling software should allow you to:

  • Configure alerts over the channel of your choice, including email, SMS, Slack, and MS Teams
  • Only send notifications to the appropriate people to avoid alert fatigue
  • Send reminders before the meeting with context about attendees
  • Alert managers to scheduling conflicts and missed or rescheduled appointments


Group scheduling and availability views

Group scheduling provides a great deal of flexibility by showing users available times from multiple calendars at once. When a meeting requires a manager’s oversight, enterprise solutions reference your custom business logic to find time slots where the right people can attend. 

For example, a lead from a Fortune 100 account might only see availability from reps on the Strategic Accounts team when booking a meeting. Though they won’t see it, the times will also be filtered to allow a director or VP to attend for additional support. 


white, blue, and green rectangles with people, dates, and times to represent automated meeting scheduling


Multi-location and time zone support

Multi-location and time zone support is a must for distributed teams or those organized by territory. This feature solves much of the pain of scheduling across locations by automatically detecting time zones and working hours at both the group and individual level. 

To reduce the chance of missed meetings and avoid overburdening the sales and CS team, find a solution that integrates with the calendar they use every day. This will ensure the automated scheduler abides by each team member’s chosen time zones and set working hours rather than require them to update it elsewhere.



The benefits of implementing scheduling software in enterprises

By implementing enterprise appointment scheduling software, you’ll be automating a complex, time-consuming process where errors equate to thousands of dollars in missed opportunities. 

The benefits of investing in a more scalable, integrated solution go far beyond simply setting more meetings:


Improved productivity and operational efficiency

Enterprise scheduling solutions free up the time of sales reps and ops teams by automating repetitive tasks. Think of the time wasted emailing back and forth, sending reminders, updating the calendars of multiple team members, and making sure every attendee is available. 

Revenue teams can use this time to better prepare for sales and CS calls. In this case study, Rebuy saved eight hours per week per BDR once they automated scheduling.


Enhanced prospect and customer experiences

Robust scheduling automation tools integrate seamlessly with every channel that prospects and customers use to engage with your company. This gives them the option to easily schedule meetings from an online chat conversation, a web form, or an email. Plus, it reduces friction early in the pipeline generation process.

To further enhance the meeting attendee experience, reps can reference data from their automated notifications to better prep and share relevant information during the call.

User-friendly features to look for include: 

  • Intuitive calendars embedded right in emails and chats
  • One-click booking options
  • Auto-generated, personalized confirmation pages
  • Self-service rescheduling options


Greater revenue and cost savings

Automated scheduling solutions help generate more revenue from new pipeline and retain current customers longer. This leads to greater lifetime value. 

Also, enterprise scheduling software also reduces operational costs. It minimizes time and overhead spent on administrative work. Plus, it reduces the chance of errors that cost the company a qualified lead or paying customer. 

As a result, it’s a leaner, more cost-effective operation that can scale more efficiently.

Below are some measurable outcomes you can expect after adopting an enterprise scheduling solution:

  • Reallocate SDRs and ops teams’ hours to more high-value, revenue-driving work
  • Minimize overhead by not over hiring administrative roles
  • Reduce revenue loss from no-shows by automating reminders
  • Lower IT costs through seamless integrations with existing systems




Test out LeanData’s BookIt suite of solutions in the interactive demo below. ⬇️




How do I choose the best enterprise appointment scheduling solution?

As you look for the best enterprise scheduling solution, use these criteria to narrow down your selection:

  • Robust, automated scheduling – On top of basic calendaring tools, look for a solution that processes complex logic across multiple calendars, channels, and teams. Users should be able to book a meeting from a link, email, or app interface with only a click or two.  
  • Intelligent meeting routing – The best scheduling software B2B sales, marketing, and CS teams has advanced routing capabilities that support round robin and territory-based distribution. You should be able to configure logic that ensures each reps gets their fair share of meetings at times that makes sense for their region.  
  • Real-time personalization – Make sure your solution supports real-time data streaming across your CRM, website, and business apps. As users book a meeting, do they get a unique experience based on their traits and behaviors? Can you send them a personalized scheduling link? The booking experience should match your brand across all channels, adapting based on prospect or customer data to fit their needs.
  • Enterprise scalability – Enterprise solutions have API-led architecture on cloud infrastructure that scales as you need more capacity. You should also have the option to build common scheduling automations and configure business logic using no-code workflows, saving your development resources for new custom integrations. 
  • Salesforce integration – Salesforce is an integral part of any enterprise revenue function and should remain your single source of truth for lead data, so a simple connector isn’t enough. Look for a deep, native integration to ensures that scheduling is not an isolated function but part of the overall pipeline generation process.
  • APIs and connectors – In addition to a Salesforce integration, look APIs and connectors that work with your ERP, marketing automation platform, and other key business tools.
  • Transparent, simple pricing – As you scale, pricing shouldn’t surprise you. Look for transparent, consumption-based or hybrid pricing models that don’t include large implementation fees or big paywalls for critical functionality. 

Before you invest in enterprise scheduling software, it’s smart to conduct a more thorough review with revenue stakeholders from the sales, marketing, and customer success teams. Take stock of which technologies need to be integrated and how each team will use the platform so you don’t find yourself locked into a solution that isn’t right for your org. 

So, be sure to read user reviews and case studies. It’s a red flag if an “enterprise” solution has none. In the crowded landscape of enterprise scheduling software, LeanData fills all of these criteria and more. Learn more about LeanData’s scheduling solution BookIt or check out our customer success stories.



How much does scheduling software cost for enterprise customers?

Many enterprise scheduling software providers charge by usage, either by seats, tokens, or computing resources used. Others offer a hybrid model, with a flat monthly rate plus consumption. In addition, pricing variables might include professional services (a helpful way to ensure you get up and running correctly), multiple support tiers, and add-on pricing for certain features. 

Their are many variations on pricing models, so be sure to clarify pricing before you buy. In general, simple and transparent is better. Ask what pricing might look like at 2x and 10x the scale so you can anticipate costs as you grow.

a quote about LeanData from Cole Baines, Business Development Lead from Rebuy

As prospects and customers get used to a fully integrated, streamlined booking experience, scheduling technology will have to evolve. 

They’re already beginning to support AI-driven tools for pipeline generation, like AI chatbots and AI SDRs. They’ll also become more integrated into company-wide, predictive analytics tools, helping revenue teams measure and forecast the impact of more streamlined, automated scheduling on revenue and retention. 

These innovations will drive greater pipeline and help create a better experience for existing customers, generating ROI at multiple points along the customer journey.

a quote about LeanData from Nicole Looker, CRM Platform Manager for Rebuy



Key takeaways

Enterprise scheduling software can transform pipeline generation and customer support. Here’s what to takeaway as you search for the perfect solution:

  • Look for more than just calendaring and scheduling. Enterprise solutions are built on scalable infrastructure and powerful business logic.
  • You should be able to configure business and routing logic to fit your organization using no-code workflows. This eases the burden on your development team.
  • Automated alerts and followup are a must to relieve your team of manual reminders and lower no-shows.
  • Your solution should support your sales and CS team structure, including round robin distribution, territories, and other segmentation strategies.
  • Pricing should be transparent and usage-based to avoid hidden costs as you scale.
  • The right solution will have a large, measurable impact on company KPIs like revenue and retention—choose wisely!




Frequently Asked Questions

Can enterprise scheduling solutions integrate with my existing CRM or ERP system?

Yes, enterprise scheduling software typically includes APIs and out-of-the box integrations that make it possible to connect to your CRM or ERP. 

However, not all integrations are equal. Look for a sophisticated, native Salesforce integration and a no-code workflow builder that empowers your sales team to work in the tools they’re used to without the help of the engineering or data team. 


What is the difference between enterprise scheduling software and a regular scheduling tool?

Enterprise appointment scheduling and resource management solutions are built to handle complex business logic and high volumes of data from many sources. 

A simple scheduling tool might be enough for a consumer setting an appointment with a hair stylist or prospect booking a consultant’s time. However, it can’t scale to manage the many calendars and granular segmentation data that B2B revenue teams require.  

Also, regular scheduling tools can’t be personalized or customized in a way that meets enterprise customer expectations. Enterprise solutions often allow you to brand, white label, and configure their platform to fit your needs.


Can enterprise scheduling software support multiple languages and currencies for global operations?

Many enterprise scheduling automation platforms support multiple languages and currencies. So, make sure the one you choose can automatically detect these regional variables so you can personalize the prospect and customer experience in real time.


Tags
  • appointment scheduling software
  • BookIt
  • Scheduling Software
  • Tech stack
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