Client Meeting Booking
Overview
Client meetings are time-consuming. Booking reminders, prep, the meeting itself, and the tasks that come out of it. But none of it matters if the client doesn't actually book and attend.
Most firms handle this with a virtual assistant or admin sending booking links manually, or worse, a mass send to every client at once. Your A clients can book before your AAA clients, which defeats the point of having client tiers in the first place.
A better approach is a date-based schedule that respects the tiers. Once a client books, they don't receive additional reminders for that meeting cycle whether you meet quarterly, semiannually, or annually. This opens the door to surge meetings where you choose specific weeks to focus only on client meetings.
Example Build
A date-based schedule triggers tier-by-tier reminders out of ActiveCampaign. The client tier field is synced from Redtail CRM to ActiveCampaign. AAA clients receive their reminder first, AA second, and A last. Each reminder includes the assigned advisor's specific Calendly booking URL. When a client books, the meeting is logged back to Redtail and the client is removed from the reminder sequence for the rest of the cycle.
System Audit
We map how often you meet with each client tier, how you've structured the tiers themselves, and which advisor owns which client. From there, we design a schedule that respects the tiering instead of flattening it.
Service Integrations
We sync your CRM tier field to your ESP, build per-advisor sequences with their specific booking URLs, and log booked meetings back to the CRM so your client meeting pipeline stays accurate without manual updates.
Training & Handoff
This one runs itself once it's live. You'll know how to update the client tier field when a client moves up or down, change the status to active when a new client comes onboard, and adjust the schedule if you decide to run a surge meeting week.
Post-launch results
The amount of time that was perviously spent manually completing tasks for each new lead to prospect to client conversion.
The number of tasks that are now done automatically through integrations and automations.
