What was the goal?

BTL was facing inefficiencies in tracking weekly sales appointments across their seven regional sales teams in the U.S. They were relying on a manual system involving Google Sheets and Google Calendar, which was not only cumbersome but also error-prone. Managers needed a way to view the total number of appointments booked each week, broken down by agent and location, to evaluate performance and make informed decisions. Without an automated solution, the process was consuming valuable management time and creating bottlenecks in reporting.

They sought the expertise of Boom Automations to redesign and automate their sales appointment tracking process.

Solution:

Our team developed a comprehensive solution that automated BTL's appointment tracking system. The goal was to integrate their existing tools, such as Google Calendar, with a more sophisticated and flexible database system using Airtable. Here’s how we approached it:

1. Data Integration: We used APIs and webhooks to automatically pull sales appointments from Google Calendar for each sales agent and location. This ensured that all appointment data was up-to-date and fed into a centralized system.
2. Database Setup: Airtable was set up as the main database to store and manage the appointments. Each appointment was automatically categorized by week, agent, and location, making it easy to filter and organize the data in a way that suited the management team's needs.
3. Automated Reporting: We built a system to parse the data by agent, week, and location, allowing BTL's managers to easily track performance metrics. This system also included automated weekly email reports, which summarized key statistics (e.g., number of appointments per agent and location) and were sent to the relevant managers.
4. Custom Dashboard: An Airtable dashboard was created, allowing managers to view live data at any time, giving them full visibility into weekly performance without having to wait for the email reports.

Results:

The new automated tracking system provided BTL with real-time insights into their sales appointment numbers, improving overall operational efficiency and saving the company substantial management time. The implementation of this solution led to the following results:

1. 80 hours of manual tracking saved per month: With automation in place, the management team no longer had to spend time manually consolidating data from Google Sheets and Google Calendar, resulting in significant time savings.
2. Improved accuracy and reporting speed: The automated system reduced the risk of errors from manual data entry, ensuring more accurate reports and faster access to appointment data.
3. Enhanced decision-making: Managers now had real-time access to performance data, enabling them to make quicker, more informed decisions regarding sales strategies and agent performance.
4. Employee satisfaction: Sales teams experienced fewer administrative tasks, allowing them to focus more on sales, which increased productivity across the board.

Summing up

BTL's shift from a manual appointment tracking system to a fully automated solution dramatically improved their efficiency. By centralizing their appointment data in Airtable and automating the flow of information via APIs and webhooks, we eliminated 80 hours of manual tracking per month. The solution provided managers with real-time insights into weekly appointment numbers by location and agent, improving both decision-making and operational workflows. The client expressed complete satisfaction with the system, and the improved reporting process has contributed to more effective sales management.