This automation saved 120 hours every month, reducing reply time from 7 minutes to just 60 seconds and boosting outbound agency call bookings by 50%

Overview

We built an automation for our client that:

• Saves 120 hours of manual work
• Decreases average reply time from 7 minutes to 1 minute
• Increases call booking rate by 50% every month

Background

Our client sends out 2 million cold emails on behalf of 30 different customers. These customers are service-based or SaaS businesses looking to generate leads.

The Problem

When a potential lead replies and shows interest, the next step is to book a call. Simply sending a Calendly or HubSpot scheduling link to the lead caused:

• Very low booking rates (98% drop in bookings)
• Leads often ignored the link

To increase call bookings, we found it better to manually suggest times based on the lead’s time zone. For example:

Hi John, Sounds great. I see you’re located in Florida. Are you available any of the following times in EST:

21 Jan: 10:00 AM – 2:00 PM | 4:00 PM

22 Jan: 1:15 PM – 6:00 PM

23 Jan: 10:00 AM – 11:30 AM | 3:15 PM – 6:00 PM

Please let me know what works best for you and I’ll send over a meeting invite.

Manually getting these time slots from Calendly or HubSpot was time-consuming. We needed a way to automate this process without losing the personal touch.

The Solution

We wrote a Python script that runs on AWS. It pulls availability data from each customer’s Calendly or HubSpot link, then formats it based on the prospect’s preferences. The result: we can quickly share times that look personal and are tailored to the lead’s time zone.

1 - Central Google Sheet (“Booking Links”):

• We have 30 customers, each with a unique Calendly or HubSpot link.
• In Column A, we list the customer name.
• In Column B, we put their Calendly or HubSpot link.
• This sheet acts like a “master list” of all booking links.

2 - Inbox Manager Sheet (“inbox manager 01”):

• The Inbox Manager just selects which customer they’re working on from a dropdown menu.
• That dropdown is connected to the “Booking Links” sheet, so they never have to copy and paste links manually anymore.
• After choosing a customer, they set a few simple options to filter and format the schedule:

a. Select the time zone

• Leads can be in EST, PST, or any other time zone.
• We match the lead’s time zone to the available slots. (It has timezone as calendly and hubspot)

b. Weekend skip (Yes/No)

• If you don’t want to offer weekend slots, select “No.”
• If you’re okay with weekends, select “Yes.”

c. Skip days from today

• Sometimes a lead says, “I’m busy for the next 2 weeks. Let’s connect after 15 days.”
• We can enter “15,” and the system will only start showing availability from day 15 onward.

d. Number of days

• If we have 30 days of availability in Calendly, we might not want to send all 30 days to a lead.
• Maybe we only want to offer the next 3–5 days.
• We can enter “5” to show just 5 days of availability.

How c, d, and the weekend skip work together

• Weekend skip = “Yes”
• Skip days from today = “2”
• Number of days = “4”

This means

Start 2 days from now.

Gather 4 days of availability.

If a day is Saturday or Sunday, skip it and move on to the next weekday.

e. Start time & end time

• We might have availability in Calendly from 5:00 AM to 7:00 PM.
• But if the lead only wants standard business hours, we can set this range to “10:00 AM to 5:00 PM.”
• The automation will only pull times within this range.

Run It

• After setting all options, the Inbox Manager clicks “Run it.”
• Within 10 seconds, the sheet shows time slots that match all the selected criteria.
• These time slots can be quickly sent to the lead as a neat, personalized message.

Important Details

1 - No direct Calendly or HubSpot logins needed

• We use a secret API to fetch the data.
• You just paste the link into the sheet.

2 - Unlimited Links

• You can add as many Calendly or HubSpot links as you want for all your customers.

3 - Unlimited Inbox Managers

• You can create a new sheet for each Inbox Manager.
• This keeps everything organized so their schedules don’t overlap.

4 - Low Monthly Cost

• Running this automation on AWS costs about $1 per month.
• That covers unlimited usage.

5 - Speed of Delivery

• We built and delivered this entire automation in just 7 days and thoroughly tested it.

Disclaimer

This is a simple overview of what the automation does. The actual development process was more complex, involving Python scripts, AWS hosting, and API integrations. But the result is a quick way to send time slots without the usual manual work.

Service We Provide

We will automate and systemize your business operations, enabling your existing team to handle 20 times more work without hiring additional staff - If you're interested, email me at [email protected]

Visit our website: Twomarkup.com to learn more.