Demo Booking System
Navigate to Sales & Growth → Demo Bookings to manage scheduled demo calls. Prospects book demos via the public /book-demo page.
How the Booking Flow Works
- Prospect visits /book-demo
- They enter their details: name, email, gym name
- Anti-spam check: Their email must exist in the system as a Lead or staff member. If not, the booking is rejected. This prevents random spam submissions.
- Available time slots are generated from team member availability settings (configured in Settings)
- The prospect selects a date and time in their local timezone
- Load balancing: The system assigns the call to the team member with the fewest bookings that week, ensuring fair distribution
- Confirmation emails are sent to both the prospect and the assigned team member
Configuring Demo Availability
Navigate to Settings → Demo Bookings to configure:
| Setting | What It Controls |
|---|---|
| Weekly Availability | Set the time windows when each team member is available for demos (e.g. Mon-Fri 09:00-17:00) |
| Blocked Dates | Block specific dates (public holidays, team events, personal leave) so no slots are offered |
| Buffer Time | Minutes between consecutive demo calls (e.g. 15 minutes). Prevents back-to-back calls without breaks. |
Managing Bookings
The Demo Bookings page shows all upcoming and past bookings. For each booking you can see: prospect name, email, gym name, assigned staff member, date/time, and current status.
Post-Demo Actions
After a demo call, update the booking with:
- Status — Completed / No Show / Cancelled
- Outcome — Interested / Signed Up / Not Interested / Follow Up Required
- Notes — Key discussion points, objections raised, features requested
Demo Automations
Three platform automations are linked to demos:
- Demo Reminder (24h) — Sends a reminder email 24 hours before the scheduled demo
- Demo Attended Follow-Up — Fires after a demo is marked as "Completed"
- Demo No-Show Follow-Up — Fires after a demo is marked as "No Show"
Analytics
The demo bookings page displays analytics cards showing: total demos this week/month, conversion rate (demos → signups), no-show rate, and per-staff call counts.