Have you ever tried to book a meeting and ended up confused by too many choices? When there are too many options that don’t really fit, it’s easy to get stuck and give up. This makes it hard for people to find the right time and kind of meeting they need.
Imagine working as a marketing professional for a growing company. Your team’s calendar is packed with a variety of meeting types, everything from quick 30-minute discovery calls to in-depth 60-minute support sessions, face-to-face meetings, and product demonstrations. Now, picture a fresh lead from your latest healthcare advertising campaign wanting to book a meeting. What do they see? A cluttered list of event options, six or more, many irrelevant to their needs. It’s confusing and overwhelming, making it inefficient and frustrating for the lead to find the right meeting time. Worse, prospects might book the wrong type of meeting altogether, wasting everyone’s time.
But there’s a smarter way to handle this. Enter Event Groups—an innovative scheduling feature that delivers a tailored, personalized booking experience that respects the unique needs of each lead or customer.
What Are Event Groups?
Event Groups are essentially “buckets” or categories that organize your calendar events into targeted groups based on different routing rules. Instead of presenting every event option to every visitor, Event Groups let you control which sets of events are shown to particular audiences.
Think of it this way: you can create bespoke scheduling menus for different types of leads or customer segments. This could mean:
- Healthcare leads only see healthcare-related events.
- E-commerce leads are shown only in e-commerce relevant meetings.
- Existing customers are presented options related to support and success calls.
- New prospects are directed toward discovery or introductory sessions.
The flexibility here is significant—up to 20 different Event Groups can be created. Events can be assigned to one, many, or all these groups, offering complete customization to your scheduling strategy.
The Benefits of Using Event Groups
Event Groups shift the scheduling experience from a generic, often bewildering list of options to a clear, focused, and personalized interaction. This transformation brings benefits to both the organizer and the attendee.
Enhanced Personalization:
Showcasing only relevant events for each lead or customer profile makes the booking feel personal and considerate of their needs. It removes the “noise” of irrelevant choices and builds confidence in the booking process.
Simplified Booking Process:
With fewer options to scroll through, users can quickly find and select the most appropriate meeting type. In cases where only one event exists in a group, the system smartly bypasses the event selection step, taking the user directly to picking a convenient time on the calendar.
Efficiency Gains for Teams:
Without Event Groups, marketing and sales teams might need multiple forms or booking pages to cater to different segments. Event Groups allow a unified booking process underpinned by multiple event sets, reducing friction and administrative overhead.
Clear Communication:
By mapping events directly to segments, it’s easier to ensure that prospects and customers engage with the meetings best suited to their journey stage or needs. This reduces mismatches in meeting purpose and improves meeting outcomes.
How Does the Event Group Feature Work?
The integration of Event Groups with lead routing and calendar systems is seamless and intuitive, designed to enhance rather than complicate your scheduling workflow.
Create Your Events:
You begin by setting up individual event types, specifying their names, durations, locations (such as Google Meet, Zoom, or physical locations), and other essential details. Each event is defined in a way that clearly communicates its purpose.
Assign Events to Groups:
During the event creation or editing process, you select the relevant Event Group(s) to which the event belongs. This step groups events logically according to your business needs.
Configure Your Lead Router:
Within your lead routing system—the software that directs leads to different parts of your sales funnel—you have an assignment block where you can enable an option to show calendar events from a specific Event Group. Here, you select the appropriate group from a dropdown menu.
Present a Personalized Booking Page:
When a lead completes a form and gets routed according to your lead router’s configuration, the system checks two things: whether the sales rep’s calendar is properly set up and whether an Event Group is selected for that routing. If both conditions are met, the system displays only those events in that Event Group on the booking page. Without an Event Group selection, the lead defaults to the sales rep’s main calendar event list.
If an Event Group happens to have no events in it, the system proactively notifies the user with a “No meeting event found” message, ensuring clarity and preventing confusion.
How Event Groups Improve Lead Routing and Sales Efficiency
Lead routing—automatically directing leads to different team members or workflows based on predefined criteria—is critical for scalable and efficient sales processes. Event Groups dovetail perfectly with lead routing to provide smooth journeys from interest to appointment.
When combined, every lead gets shown event options specifically aligned to their segment or campaign, resulting in less effort to convert leads and better alignment between the sales team and prospects. The calendar becomes another asset in the personalization toolbox rather than a frustrating bottleneck.
Looking Ahead: Evolving Features and Future Benefits
The potential of Event Groups is just beginning to be realized. Upcoming enhancements promise even greater customization and user-friendly improvements, including:
- Custom Naming: Ability to rename Event Groups with business-friendly titles that make intuitive sense to teams, such as “Customer Outreach Events” or “New Lead Discovery Sessions.”
- Direct Booking Links for Groups: Shareable URLs that link directly to booking pages filtered by an Event Group, enabling easy distribution and marketing of targeted calendar options.
These upgrades will further enhance the flexibility and power of Event Groups and make personalized scheduling even more accessible.
Real-World Impact: Why Event Groups Matter
Personalization is no longer optional; it is a customer expectation. Generic scheduling pages can confuse and frustrate users, sometimes pushing them away. Event Groups solve this problem by making scheduling smarter and more relevant, boosting booking rates and improving the overall experience.
For businesses with diverse audiences and complex sales funnels, Event Groups provide a simple yet powerful way to keep scheduling aligned with marketing and sales strategies without the need for cumbersome duplicate setups.
Conclusion
Event Groups unlock the secret to a personalized scheduling experience, transforming how companies manage their calendars and engage with prospects and customers. By grouping related events and integrating with lead routing, Event Groups create a clean, efficient, and highly relevant booking process that benefits everyone involved — from marketing teams to sales reps to leads themselves.
The future of scheduling is smart, simple, and personal. For businesses looking to optimize their booking flows and maximize conversions, Event Groups represent a game-changing approach that is well worth embracing today.
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FAQs
With Event Groups, you can organize your events into categories and show only the relevant ones. For example, healthcare leads see healthcare-related events, e-commerce leads see product demos, and existing customers see support or success calls. This keeps your booking page clean and personalized.
Yes! An event can belong to one, multiple, or all Event Groups. This flexibility allows you to reuse popular sessions across campaigns without creating duplicate events or forms.
Instead of creating separate forms for each campaign or customer type, Event Groups automatically display the right events based on lead information (like campaign source or customer type). If there’s only one event in a group, the user skips the selection screen and goes straight to booking—reducing clicks and saving time for both leads and your team.
