See How Archy's booking experience meets dentists where they are

‍The Numbers: Before & After RevenueHero

Before:

• 70% of inbound leads would book meetings
• Multiple form fills required for each booking
• No visibility into no-show impact on rep meeting distribution
• Manual follow-ups needed for unbooked leads
• Limited ability to control meeting distribution for new reps
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After:

• 85% booking rate (15% increase in first month)
• Single form submission to booked meeting
• Higher show rates with SMS reminders
• Automated redistribution of meetings for no-shows
• Controlled ramp-up for new reps with weighted distribution
• Implementation completed in under 2 weeks

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The Challenge: When Your Booking Flow Works Against You

For a company driving significant inbound interest through dental conferences and social media, their demo booking process had a major friction point:

• Prospects had to fill out the same information twice
• First in the HubSpot form, then again in the scheduler
• Valuable leads were dropping off between forms
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As Andrew Bernstein, Senior Marketing Manager at Archy puts it:
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Before we were using RevenueHero, we were using a HubSpot meetings on our site, and it was kind of a two step... Most of the time they would have to fill out that information a second time, the exact same stuff that they just filled out to actually book their meeting.

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The Impact: From Friction to Flow

After implementing RevenueHero, Archy saw:

• Demo booking rates jumped from 70% to 85%
• Improvements visible in the very first month
• Implementation completed in under 2 weeks
• Significantly better show rates with SMS reminders (crucial for busy dentists)

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Why It Worked: Understanding the Dental Workflow

Three key factors made the difference:
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1. One-and-Done Information Collection

• Single form submission
• Instant calendar popup
• No redundant data entry
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2. Smart Meeting Distribution

• Flexible meeting routing based on rep availability and experience
• Ability to ease new reps into meeting rotation with weighted distribution
• Fair calendar distribution accounting for no-shows
• Specialized routing for support meetings based on issue type
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3. Dentist-Friendly Communication

• SMS reminders for better show rates
• Understanding that dentists prioritize patient treatment over email
• Working around traditional PMS (Practice Management Software) schedules

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Beyond Sales: How Archy Uses RevenueHero Across Teams

What started as a sales meeting scheduler quickly expanded across Archy's customer-facing teams:
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Customer Success and Onboarding

• Round-robin calendar distribution between implementation managers
• Each account gets connected with their dedicated implementation person for meetings
• Flexible meeting scheduling that HubSpot's rigid system couldn't match

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Smart Support Meeting Routing

• Routes support meeting requests based on issue type
• Specific imaging sensor issues get scheduled with specialized team members
• Support scheduling forms that connect to the right expert's calendar immediately
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SMS for Better Engagement

They want to be treating patients. They want to be in the seat," Andrew explains. "Being able to send out those text messages for notifications has helped a lot, making sure people show or they reschedule if they can't show up because they remember they have that meeting.

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Fair Distribution for Sales Teams

• Accounts for no-shows in the meeting rotation
• Allows ramping up new reps gradually with controlled meeting volume
• When meetings don't get booked, SDRs can follow up without disrupting the rotation
• Maintains fair meeting distribution even when scheduled meetings don't show

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The Bottom Line

Sometimes the smallest friction points can have the biggest impact on your pipeline. For Archy, eliminating double form-fills and adding dentist-friendly communication channels didn't just improve metrics - it aligned their booking process with how dentists actually work.

As Andrew notes about the implementation: "I think literally the month after we set up RevenueHero is when we started to see improvements. As soon as we set it up and people didn't have to fill out that second form again, we started seeing people convert to actually booking a meeting at a much higher rate."

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A Note for Fellow Dental Industry Marketers

Andrew shares some practical insights for marketing to dentists:
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Where to Find Your Dental Audience

• Dentists are highly active on Facebook
• Population skews older and engages well on the platform
• Broad targeting often works better than narrow
• Meta ads showing strong performance
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Content Strategy

• Make ads that don't feel like ads
• Use qualifiers like "As a practice owner..." or "Attention dentist..."
• Let Facebook's algorithm optimize based on engagement
• Leverage dental conference attendance for organic surge

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RevenueHero Features Mentioned in This Story

Meeting Scheduling & Distribution

• One-click scheduling flow after form submission
• Weighted round-robin for meeting distribution
• Meeting credits system that accounts for no-shows
• Custom routing based on form responses
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Communication Features

• SMS meeting reminders through Twilio
• Automated meeting notifications
• Calendar invites and updates
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Team Management

• Multiple scheduling workflows for sales, support, and implementation teams
• Form-based routing conditions
• Controlled meeting distribution for new rep ramp-up
• Automatic meeting redistribution for no-shows
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Integrations Used

• HubSpot forms
• Twilio for SMS
• Calendar systems