Ownership Scheduling Links

Ownership Scheduling Links are powerful links that allow you to route the prospect to its owner in the CRM. The fun part is that you can set a fallback mechanism to assign the prospect via Round-Robin to any team of your choice if they are not yet owned by anyone.

Through our Scheduler (which you can download here) or using a Smart Parameter in the URL when sharing a scheduling link, we are able to detect the prospect's information in the CRM and do the assignment accordingly.

Follow the steps below to learn more and create an Ownership Link!

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Table of Contents

• How to create an Ownership Scheduling Link?
• Embedding the ID Smart Parameter
• Setting your Ownership Rules and Fallback
• Ownership Scheduling Link Customization
• FAQ

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How to create an Ownership Scheduling Link?

In the left-hand menu, expand the ChiliCal section, and then click "Scheduling Links":

In the top-right of your screen, there is the Create new button:

Select Assign to Owner when the options are displayed:

After clicking on it, a drop-down menu with all meeting types will appear. Once you select one or more of them and click Create, you will see the Scheduling Link page, where you will set up and customize how your customer will see it.

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Embedding the id= Smart Parameter

While sending an Ownership Scheduling Link, embedding the id= parameter is a must to ensure the prospect's email or CRM ID can be cross-checked and routed to the correct owner.

Suppose this is your standard Group Link:

https://fire.chilipiper.com/group/sales-group

Then, this is what it could look like using the id= Smart Parameter. In the first example, the prospect email was used, while a Salesforce ContactId was used in the second one:

https://fire.chilipiper.com/group/sales-group?id=john_doe@acme.com

https://fire.chilipiper.com/group/sales-group?id=0035g00002A9tQXAA0 

You can use the Create Smart Links feature to build links for you based on which tool you want to associate with (HubSpot, SalesLoft, Marketo, Pardot, and more!).

Click here to learn more about the id= parameter and other Smart Parameters provided by Chili Piper, as there are other possibilities to explore, like crediting a Booker while using the Scheduling Link URL.

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Setting your Ownership Rules and Fallback

Within the Show Availability Of is where you can decide how to look for the record's owner. This setting can show different options depending on which product you are currently working with:

Handoff, Chat, Concierge, or Distro Customers

Customers who have licenses associated with these products can build more complex use cases, as they can also use the Rules assets for this purpose.

That said, here, we will define the CRM Ownership Rule evaluated in this Ownership Link and the Team upon which the prospect should be evaluated. 

Click Select Rule to select the Rule you want to use for this Ownership Link. If you have not created it yet, no worries, you can use the Create Rule button to quickly create it, or even the Duplicate and Edit buttons to duplicate one of your Rules and be redirected to edit it.

In the example below, we will select the Lead Ownership Rule, which evaluates if the Lead Owner belongs to the SDR Team:

This means, behind the scenes, we will check if their Lead object in Salesforce is owned by the SDT Team Members.

Check this article for more details about Rules!

Allow to Pick any Team Member

When enabled, this setting allows the Booker to assign meetings in the Scheduler to any Team Member, not just the Record Owner. 

This does not apply to the Scheduling Link's URL.

Team Member(s) via Round Robin (Fallback)

If the Ownership does not match, you can select one Distribution to round-robin the meeting. It works like a fallback mechanism. 

Click Select Meeting Distribution to select one of your Distributions, or click the Create New Distribution button to create a new one.

Click here to learn more about Distributions!

 

ChiliCal-Only Customers

The Admin can choose between Contact Owner, Lead Owner, and Account Owner. The objects will be evaluated in the displayed order, but they can also be rearranged and the objects that are not needed to be evaluated can be removed.

When purchasing other products, Admins can upgrade the flow and define more complex evaluation methods. Whatever order was set before the upgrade will be kept after it, so do not worry about your links not working!

Check this section for more details!

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Ownership Scheduling Link Customization

Welcome Message and Prospect's Logo Auto-Fill

On the top of the Preview page on the left-hand side, you can add a Welcome message or any guidance to your prospects (you can add Dynamic Tags here!) and also enable/disable auto-filling the prospect's logo based on their email domain:

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Scheduling Link URL

On the right-hand side menu, you can edit the Ownership Link's URL (Edit Slug) and create Smart Links to be used in marketing campaigns.

 

Edit Slug

Click the Edit Slug button to edit your Scheduling Link URL. This option may be useful in scenarios where you want to name the Scheduling Line one way in Chili Piper, but also want it to look different for prospects.

 

Create Smart Links

After clicking the Create Smart Links button, you can select which tool you want to associate with (HubSpot, SalesLoft, Marketo, Pardot, and more!), and then which parameter(s) you want to add to the link.

Check this article if you need more details about Smart Links and their parameters!

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Meeting Type

The Meeting Type is the asset that contains the meeting's subject, description, conference link and many other settings associated to the calendar event that will be generated for your reps and prospect. 

Within the Meeting Type section, you can add/remove Meeting Types you want to associate or disassociate from the Ownership Link.

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Always Invite

Within the Always Invite section, you can add/remove more reps to be added in the Round-Robin Scheduling Link alongside the Host. Note that users who haven't onboarded to Chili Piper cannot be selected.

Optional or Required

If a rep is marked as Optional, their availability will not be considered. Reps marked as Required will have their availability considered.
If more than one rep is marked as Required, we will display all Required users' availabilities altogether, meaning that a free slot will be displayed only when all Required users are free in their calendars.
To remove a user, click the X on the right.

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Sharing Settings

Continuing on the right side of your page, we have the Sharing Settings, which allows you to share the new Scheduling Link with one or more Teams or all users from the same workspace:

 

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FAQ

Q: My Ownership Scheduling Link assigned the prospect via Round-Robin instead. What happened?

A: There are a couple of things that can be checked:

• The record owner is not part of the Ownership Team: while setting up your CRM Ownership Rules, you likely set a Team to have the record ownership checked upon. The record owner must be part of this Team; otherwise, the ownership will not match.
  
  
• The sender has not included the id= parameter in the Scheduling Link: check this section for further details.
  
  
• Incorrect Rules: Maybe the rules were set up differently than what was trying to be achieved. Reach out to Chili Piper's Customer Love or your CSM for further assistance!

Q: A Booker booked a meeting via ChiliCal's extension via an Ownership Link, but selected a different user than the owner. How did that happen?

A: Your Scheduling Link likely has the Allow to Pick any Team Member setting enabled. This setting allows the Booker to assign meetings in the Scheduler to any Team Member, not just the Record Owner.