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?

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?

✅ Pre-book your reps' calendars to maximize event ROI 

✅ Convert booth conversations to meetings without the back-and-forth

✅ Prevent calendar conflicts between event and regular meetings 

✅ Sync meetings to reps’ calendars and automatically update your CRM.

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

We understand how daunting a blank page can be, so we’ve created templates that might be relevant to your industry for inspiration.
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

Want to see more use cases?

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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?

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