How to Set Up the Meeting Scheduling Tool

Summary:

OpenSolar seamlessly integrates with third-party meeting scheduling tools (like Calendly or CloudHQ) to make it easier for your prospects to schedule meetings or video calls with you—without the usual back-and-forth. Once enabled, a customizable scheduling button appears in your Online Proposal, directly below your name, inviting prospects to book time with you instantly.

Why Use a Meeting Scheduler?

Adding a scheduling tool to your proposals helps you:

• Streamline the booking process

• Reduce delays in follow-up communication

• Improve conversion by offering a frictionless experience

This feature is especially useful for:

• Consultations

• Proposal walkthroughs

• Closing calls or Q&A sessions 

How to Enable Meeting Scheduling in OpenSolar:

Step 1: Set Up Your Scheduling App

1. Choose a meeting scheduler (e.g., Calendly or CloudHQ). Both offer free plans.

2. Create an account and follow the platform’s setup guide to:

   • Define your availability

   • Set meeting duration

   • Configure reminders (optional)

3. Once configured, copy your personal scheduling link (e.g., https://calendly.com/yourname/solar-consultation).

Step 2: Add Your Scheduler to OpenSolar

1. Navigate to:
   Control  > Company > Team
2. Select Edit next to the team member you want to add the URL for.

3. Scroll down to the Meeting Scheduler Integration section.

4. Paste your scheduling link into the “External URL” field.

5. (Optional) Customize the button text by editing the “Button Label” field (max 60 characters).

   • Example: Book a Call, Schedule Your Solar Consult, Let’s Talk!

6. Click Save to apply changes.

Add Your Scheduler to Proposal Emails:

To improve engagement and booking rates, you can also include your meeting link in the proposal invitation emails:

Steps:

1. 1. Go to the Control zone.

   2. Navigate to:
      Company > Settings > Email Settings

   3. In the Invitation Email Custom Message text editor, add your meeting link with a clear call-to-action.

   4. Save your changes.

This ensures that even if the prospect doesn't open the proposal immediately, they’ll still have the opportunity to schedule a meeting directly from their email.

Best Practices:

• Use a descriptive button label that encourages action (e.g., “Schedule Your Free Solar Consult”).

• Ensure your scheduler is always up-to-date with your availability.

• Integrate your scheduler with Google or Outlook Calendar to avoid double-booking.

• Include meeting instructions or video call links (Zoom, Google Meet) within the scheduler platform for a seamless experience.