Who can use this feature?
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!
Table of Contents
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.
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-fill the prospect's logo based on their email domain:
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.
Link URL
Here, you can edit your link's URL and what it will look like for prospects or any other users using the Scheduling Link. Click to edit as you wish.
Tip: You can see a preview of what the link looks like after any updates!
Meeting Type
Within the Meeting Type section, you can add/remove Meeting Types you want to associate or de-associated from the Ownership Link:
Show Availability Of
Customers with ChiliCal-only
Here is where we decide how to look for the owner of the record. The Admin can pick between Contact Owner, Lead Owner and Account Owner. They will be evaluated in the order displayed and the admin can also rearrange the order and remove the objects they don’t want to be evaluated.
When buying our other products, Admins can upgrade the flow and define more complex evaluation methods here. Whatever order was set before the upgrade will be kept after it, so do not worry about your links not working!
Customers with Handoff, Chat, Concierge or Distro
Customers who have licenses associated with these products can build more complex use cases, as they can use the Rules assets for this purpose as well.
That said, over here, we will define the CRM Ownership Rule evaluated in this Ownership Link and the Team the prospect should be evaluated upon.
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 to quickly create it, or even the Duplicate and Edit button 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 if a prospect fills out the form in the Ownership Link, 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, while booking meetings via ChiliCal's Scheduler.
That said, when disabled, Bookers can only assign meetings to the record owner defined in your Rules.
Team Member(s) via Round Robin
If the Ownership doesn't 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 create a new one using the Create New Distribution button.
Click here to learn more about Distributions!
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.
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:
Don't forget to Publish your changes once done!
The publish button can be found in the top-right.