Demo Booking Confirmation

Confirmation email sent from AE address. T-24h, T-1h, T-15m reminders scheduled. CRM record updated with stage, owner, context note, and source. AE Slack DM brief delivered 24h prior.

Before you start

Calendar tool connected with AE availability
Approved confirmation email and SMS templates
Demo prep checklist documented per AE
Booked meeting record (prospect name, company, AE, time, timezone)
Prospect form data and any pre-call survey responses
AE-specific demo agenda or links to share

The steps

Capture booking and validate fields — When the calendar webhook fires, extract: prospect name, work email, company, role, time, timezone, AE, and any custom fields. Verify required fields are present — flag the booking for human review if name or company is blank or the email looks personal (gmail, yahoo).
Enrich and write a one-line context note — Pull company size, industry, and funding stage. Look up the contact's LinkedIn for current title and recent role change. Compose a 1-2 sentence context line for the AE: who this is, what they likely care about, and any relevant signal (recent funding, hiring spree, competitor switch).
Send confirmation email with calendar invite — Send confirmation within 2 minutes of booking from AE's address: thank them, restate the time in their timezone, embed the calendar invite, and link the agenda. Add 1 sentence about what they'll see in the demo (specific to their stated need from the form). Include a clear reschedule link.
Schedule reminder cadence — Set: T-24h email reminder with the agenda and a 'send any questions ahead of time' line; T-1h SMS reminder with the join link (only if SMS opt-in collected); T-15m AE notification in Slack with the context note from step 2.
Update CRM and assign deal stage — Create or update the lead/contact in CRM. Move stage to 'Demo Scheduled', log the booking source, attach the context note as an internal note, and set AE as owner. Add a 'no-show recovery' task auto-triggered if the AE marks the meeting as a no-show.
Brief AE 24h before — 24 hours before the demo, send the AE a Slack DM with: prospect name + title, company snapshot (size/stage/industry), context note, any questions answered on the form, and 2-3 demo angles to consider based on their stated need. Include direct link to the CRM record.

If it goes wrong

Calendar webhook fires twice and sends duplicate confirmations

Idempotency key on booking ID — drop duplicates in a 5-minute window. Log duplicate events for monitoring.

SMS reminders blocked by carrier (looks like spam)

Register the sender number with the carrier, A/B test message wording, drop urgent words like 'urgent' or 'now', and require explicit SMS opt-in on the form.

AE complaint that brief is generic

Tighten the enrichment step — require at least one specific signal (funding, hiring, recent post). If no signal found, write 'no public signal — recommend discovery questions on X' instead of fluff.

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