🗒️Events

Events in iClosed allow users to manage their schedules, track important interactions with leads and customers, and ensure timely follow-ups.

There are two types of events "Discovery Events" and "Strategy Events" in iClosed

1- Discovery Events:

Discovery events are assigned to appointment setters whose primary role is to identify potential customers, gather information about their needs, and qualify them for further engagement. Discovery events are used to track the performance of appointment setters.

To create a new Discovery event, click the "Create New Event" button, select "Discovery Event" as the type, and a new event page will open with "Discovery Event" clearly labeled at the top.

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2- Strategy Events:

Strategy events are assigned to closers or sales representatives responsible for negotiating terms, overcoming objections, and finalizing sales agreements. Strategy events are used to monitor the closer's performances.

To create a new Strategy event, click the "Create New Event" button, select "Strategy Event" as the type, and a new event page will open with "Strategy Event" clearly labeled at the top.

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Creation of event

Event Details

Event Name: Provide a name for the event.

Event Type: Specify the type of event, such as a call, meeting, or appointment.

Internal Description: This will only be visible to you and your team in iClosed

Description (Optional): Add a description or any additional information about the event.

Hosts

In the Hosts tab, you can select the closers for the event and set their priority:

• Choose Closers: Select the individuals who will be hosting or participating in the event.

• Set Priority: Assign priority levels to closers to determine their order or importance in scheduling.

How the call assignment and priorities work in iClosed? iClosed follow Round robin by distributing leads or events among hosts in a balanced and equitable manner. Here's how it typically operates:

1. Priority Order: The round-robin algorithm would begin by sorting the closers based on their priority levels, starting from the highest priority (e.g., high) and moving down to the lowest priority (e.g., low).

2. Allocation: When a new lead or event comes in, the system would allocate it to the next available closer based on their priority. The lead would be assigned to the highest-priority closer who hasn't received a lead recently.

3. Cycle: The system would then cycle through the list of closers based on priority. After the highest-priority closer receives a lead, the allocation would move to the next priority level (e.g., medium), and so on.

4. Balancing: To maintain fairness, the system would still distribute leads as evenly as possible among closers of the same priority level. This ensures that high-priority closers don't end up handling all leads

Event Time & Limits

In this section, you configure the time and availability limits for the event:

• Date Range: Specify the range of dates within which the event will be available for scheduling.

• Indefinitely into the Future: Select this option if you want the event to be available in all months without any specific end date.

• Duration of Event: Set the duration of the event, which represents the length of time allocated for each scheduled call.

• Start Time Increment: Define the gap or interval between time slots when scheduling the event.

• Before the Event Break: Add a time break before the event starts, allowing for any necessary preparations.

• After the Event Break: Add a time break after the event ends, allowing for wrap-up tasks or buffer time.

• Set Limitation: Set a specific time frame during which guests cannot schedule a call.

• Rescheduling Option: Check or uncheck this option to allow or disallow event rescheduling by the closers.

Disqualification

Disqualification Conditions: You can set specific conditions on the invitee questions, which, if met, will disqualify the invitee from scheduling a call.

Conditional Routing

Increase the chances of successful conversions and maximizing your ROI by allocating sales calls to the most qualified closer based on the invitee’s answer.

You can implement conditional routing in the following scenarios: It will be available if, in the event where you intend to apply conditional routing, there are:

1. At least two hosts selected in the host table

2. The event's duration is less than 14 days.

3. Conditional routing can be applied to two types of invitee questions: radio buttons and checkboxes.

When both of these conditions are met, you will see the 'Add condition' button within the Conditional Routing section.

Click on "Add Condition" button.

TIP: You can create multiple conditional rules for invitee questions, allowing you to use both AND and OR conditions across different questions. Additionally, you have the flexibility to select preferred closers. If the conditions you define for a specific question are met, the call will be directed to the closers you've prioritized. Otherwise, if the conditions aren't met, the calls will be assigned to all available closers according to their designated priority.

Click "Choose a question" and select an invitee question from the dropdown.

Click "Choose answer" and select an answer from the dropdown list.

When you click on "Select closer(s)," a pop-up box will appear, allowing you to choose the closer who will be assigned to the call when the condition is met.

Select Closers and click on the "Select Closers" button. and then Click "Save & Continue" button.

Now you can observe that conditional routing has been applied to the 'if' conditions. For example, if the invitee selects a company size "10-50" employees, the event widget will display the slots of the selected closers, and the system will assign one with a higher priority.

How to add "AND" and "OR" conditions in a conditional Routing?

1. Click "+ Add question" Now you can select AND and OR conditions on two if conditions.

2. Click "Choose a question" and select the other question from the dropdown list.

3. Click "Choose answer" and select the answers from the dropdown list, you can select multiple answers.

4. Click "Save & Continue".

Now you can see the conditional routing is applied with "AND" statement.

How to add multiple if conditions in conditional routing?

1. Click "+ Add condition"

2. Click "Choose a question" and select a question from the dropdown list.

3. Click "Choose answer" and select an answer from the dropdown list.

4. Click "Select closer(s)" and check closers from the "Select closer for the condition" modal.

5. Click on the "Select closers" button and then Click "Save & Continue".

Integrate iClosed in your Website/Page Builder

Navigate to https://app.iclosed.io/app/ai-scheduler/create-event

• Go to customizations

• Click embed, and "Save and Copy"

Choose HTML component in your page builder.

Copy paste the embed iClosed code

Check the Mobile version

Alert: Alert! If your event has multiple question ( more than 5 ) Make sure you increase the height of the code, by default it's 620 you might want to increase it to 1200.

Click here.

Change the language of your event

Navigate to https://dev.iclosed.io/app/ai-scheduler/events and click on event card

Click "Settings" in the top right corner

Tip: iClosed provides Three languages for your widget form (Event):

• English

• French

• Japanese

3. Click Invitee language dropdown and change the language Example changing English to French

Alert: Changing the language from above step will also change the language of default email reminder that gets sent to invitee

To verify the changes click on this icon to open event (widget form)

Language for Event form has been changed to French

Change the link / URL of my event?

Navigate to https://app.iclosed.io/app/ai-scheduler/eventsClick on the event card for which you want to change the link

Click here on event details

Find the field with name "Event link" and change the link name as desired and then Click "Save & Continue"

Events - Accept only business email on scheduler

Events - Accept only business email on scheduler

If you are on business or enterprise plan; while adding invitee questions, you can opt to accept only business emails. This ensures that customers with non-business emails are not allowed to book a call.