How to route and automate meetings that need multiple team members?

Coordinating meetings with multiple team members can feel like a juggling act—aligning calendars, ensuring the right people are included, and avoiding endless back-and-forth. It’s frustrating, time-consuming, and not something your prospects should experience. So, how can you make it easier for everyone involved?
"Automated scheduling doesn't scale for our complexity"
"Techincal demo scheduling is too complex because of SE availability"
"SE ownership is too complex and is a custom property"

H🤔w can I do that?

For demos that require multiple stakeholders, automatically find overlapping availability and pair the right team members—like AEs and SEs—while maintaining fair distribution.

Set rules based on availability, expertise, or account ownership to match the ideal team members for each meeting. Prospects can immediately book a slot that works for everyone, with no manual coordination required. And because everything syncs to your CRM, you never miss a beat.

Why should I do it?

✅ Eliminate "who's available when" email chains

✅ Ensure accurate routing based on expertise or territory rules

✅ Maintain context through automated CRM updates

✅ Reduce sales cycles by routing meetings to the right reps upfront

Why should I d🧐 it?

✅ Eliminate "who's available when" email chains

✅ Ensure accurate routing based on expertise or territory rules

✅ Maintain context through automated CRM updates

✅ Reduce sales cycles by routing meetings to the right reps upfront

How have others done this?

For B2B SaaS teams
For non-SaaS B2B teams:
Security Software
  1. Enterprise prospect requests technical demo
  2. They need both Sales and Sales Engineer
  3. RevenueHero pairs available AE+SE team
  4. Shows times when both are free
  5. Maintains balanced distribution
Cloud Platform
  1. Customer requests an architecture review
  2. The review needs a Cloud Architect and an Implementation Manager
  3. RevenueHero matches available specialist pair
  4. Finds overlapping availability on their calendars
  5. Books the joint technical session
Mortgage Services
  1. Client requests a loan consultation
  2. The meeting requires a Loan Officer and Underwriter
  3. RevenueHero pairs available team
  4. Shows common availability based on their calendars
  5. Books joint assessment
Healthcare
  1. Practice requests implementation planning
  2. Needs Implementation Manager and Integration Specialist
  3. RevenueHero matches available team
  4. Coordinates calendars based on overlapping availability
  5. Books joint planning session

Implementation Templates

Enterprise Technical Sales
Enterprise Technical Sales
Healthcare Implementation

Team Structure:

  • Sales Team: AEs by region/segment
  • Technical Team: SEs by specialty
  • Solutions Team: Solution Architects

Weighting Factors:

  • Experience Level: 0.5-1.5
  • Technical Expertise: 1.0-2.0
  • Industry Knowledge: 1.0-1.5

Pairing Rules:

Rule 1:

  • Criteria: Deal_Size >= 500000 AND Security_Requirements = TRUE
  •   Assignment: Senior_AE + Security_SE + Solutions_Architect
    ‍

Rule 2:

  • Criteria: Deal_Size >= 250000 AND Integration_Focus = TRUE
  •  Assignment: Enterprise_AE + Integration_SE
    ‍

Rule 3:

  • Criteria: POC_Required = TRUE
  • Assignment: Technical_AE + Implementation_SE
    ‍

Rule 4:

  • Criteria: Product_Demo = TRUE
  •  Assignment: Product_Specialist + Sales_Engineer
    ‍
No Match: Lead is disqualified

‍

Team Structure:

  • Implementation_Team: By practice size
  • Integration_Team: By EMR system
  • Training_Team: By specialty

‍

Weighting Factors:

  • Experience Level: 0.5-1.5
  • Technical Expertise: 1.0-2.0
  • Industry Knowledge: 1.0-1.5

Pairing Rules:

Rule 1:

  • Criteria: Practice_Type = 'DSO' AND Location_Count > 10
  • Assignment: Enterprise_Implementation + Integration_Specialist
    ‍

Rule 2:

  • Criteria: EMR_System = 'Complex' AND Data_Migration = TRUE
  • Assignment: Migration_Specialist + Technical_Architect
    ‍

Rule 3:

  • Criteria: Training_Required = TRUE
  • Assignment: Implementation_Manager + Training_Specialist
    ‍

Rule 4:

  • Criteria: Standard_Implementation = TRUE
  • Assignment: Implementation_Consultant + Support_Specialist
    ‍
No Match: Lead is disqualified
  • Start new team members with lower weights to ramp up gradually
  • Create backup pairs for high-priority meetings
  • Monitor pair effectiveness through conversion rates
  • Adjust weights based on feedback and performance

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Not every booked meeting is the same, so why should every success page be? When a prospect books (or doesn’t book) a meeting, you want to guide them to the right next step—whether it's an onboarding page, a self-serve resource, or an alternative action for disqualified leads. With RevenueHero, you can dynamically redirect prospects to the right success page based on their booking status and lead qualifications.

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How can I automatically reassign leads if a rep is on vacation or out of office?

A key rep is out on vacation—or worse, out sick last minute—and now their meetings are either being missed or manually reassigned. Meanwhile, new leads keep coming in, but no one’s available to take them. Instead of scrambling to fix things, what if your routing handled this automatically?

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