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Appointment Booking Funnel | Guide To Build An Automated Funnel

With an appointment booking funnel in place, it becomes easier for quality leads to find you and convert. 

A booking funnel is a step-by-step process that brings your leads closer to your product or service. Various touchpoints are utilised to set up efficient appointment funnels, like automated emails, videos, articles, and landing pages.

But before launching your automated appointment booking funnel, you must understand all the elements involved. It will help you efficiently generate high-quality leads without manually managing and following them up.

Whether you want to build a brand-new appointment funnel or optimize an old one, you’re at the right place.

Let’s get started.

What Is An Appointment funnel?

An appointment booking funnel is a series of web pages and email sequences through which quality leads are filtered and encouraged to book an appointment with you or the sales rep.

The biggest advantage of a booking funnel is you don’t have to sit and go through all the leads to figure out which ones have great buying potential. Instead, it is done by your automated appointment funnel. It encourages prospects to pick dates in your calendar to speak with you on autopilot without you having to chase them manually every time.

Strategy For Creating An Appointment Booking Funnel

Below is an appointment scheduling flowchart that breaks down the various stages of such funnels. Let’s divide it into three stages. 

Appointment Booking Funnel

Stage 1: First, with the help of Google Ads, a visitor is attracted to a landing page. By filling out the landing page’s form, the visitor converts into a lead. This visitor-turned-lead is added to the automation tool or, in this case, to the ActiveCampaign. 

Stage 2: After filling out the form, the lead is directed toward a thank-you page where a meeting scheduler is present. 

Stage 3: If the lead books a call, you should start preparing for the meeting. And if they don’t, then with the help of email automation, you can nurture the prospect into booking one. 

There are seven crucial elements present in the above call booking funnel.

  1. Traffic source
  2. Landing page
  3. Form
  4. Thank you page
  5. CTAs
  6. Meeting Scheduler
  7. Automation Tool

Introduction to Appointment Booking Funnel

An automated appointment funnel will save you time and work while you can focus on things that matter more. It helps filter quality leads through the appointment setting funnel that asks the right questions from the prospects and determines whether the lead fits into a targeted buyer’s persona.

Let’s cover the five steps to building an automated funnel from scratch.

  1. Traffic
  2. Landing Page
  3. Booking Form
  4. Setup Meeting Scheduler
  5. Thank you page
  6. Email Automation

1. Traffic

Booking funnels can generate traction in paid and organic channels together. Through SEO, a landing page can be made fit to land at the top SERPs of a targeted keyword, but it can take time. For faster results, one can use PPC ads or social media.  

In my experience, Google Ads works best for consulting businesses as prospects type their problem directly into Google’s search box. These visitors have high intent to buy vs Facebook ads where people don’t need to buy but could buy if the product/service is right for them at the right moment.

I would recommend using Google ads to drive high-quality traffic.

2. Landing Page

A landing page is the first thing you need to set up an appointment booking funnel. It is the page that visitors reach when they click on an ad. A landing page is a standalone webpage dedicated to a single goal.

For appointment booking funnels, the landing pages are used in three different ways. Below is a table to understand the goals and types of landing pages used:

Landing Page Goal Landing Page TypeShared To The Target Audience Via
To convert interested visitors into leads Lead magnet landing pages Paid ads, social media
To filter high-quality leads Quiz landing pages Email, SERPs
To book an appointment Book a call page Email, thank you page, paid ads

The landing page aims to capture the visitor’s information that helps you better understand your prospects in the initial stages and finally, when the lead is ready, takes them to the book a call page.

To create a good landing page your design needs to have two things:

Relevancy: You need to make the landing pages relevant to the product or service your prospects are looking for.

Establish Trust: You need to talk more about the benefits of your product/service and showcase social proof and reviews so your prospects know that you are the expert and can solve their problem.

To build a landing page, I recommend using Unbounce, Instapage, or SwipePages. You can host the page directly via WordPress or on your CMS if you have a website.

Suggested Read: Essential Principles of Landing Page Design

3. Form

A form on the landing page allows you to gather information about interested visitors. It allows you to stay in touch with the prospects and nurture them further. If for some reason, a lead cannot attend the scheduled meeting, you can always catch up with them through shared email or any other contact info.

Your forms must not be complicated, with too many form fields. Collecting prospects’ names and emails is enough to start a lead nurturing process.

While using the lead magnet page at the initial stages, I recommend capturing the visitor's name, email, and phone number, so you have enough information to reach out to them. Plus, only three form fields motivate prospects to complete the form. 

less form field

If you’re using paid ads to promote your appointment booking page, then a lead must first fill out the same form as discussed for the lead magnet page and then move toward the meeting scheduler to book a call with you. 

For leads coming to book a call via email, should directly go to the meeting scheduler

4. Setup Meeting Scheduler

How to setup meeting schedule

You can use tools like:

Honestly, there are tons of them.

I like Calendly for two reasons:

  • It integrates with Activecampaign, my email marketing automation tool, without me hooking it up with Zapier.
  • I can pass URL parameters which mean prospects don’t have to fill out the form twice; they simply pick the date/time, and their other information gets passed on from the main landing page via URL parameters.

No matter what tool you use, you should look for a way where the scheduler integrates with your calendar so prospects can easily pick a time when you are available.

The other benefit of using a scheduler is that it will send out an automated email calendar invite to both parties, so it gets marked in the calendar.

5. Thank you page

Next is the mighty thank you page.

Thank you pages are great as they will get visited by all of your prospects who fill out the form.

You can do a couple of things here:

  • You can establish trust and build a connection with your prospect by embedding a video on the page.
  • You can add a button and link it to your scheduler or embed the scheduler directly on the page.
Apexure’s thank you page

I know you must be thinking, why not show the scheduler on the main landing page?

Well, you might want to test that, but most of the time, prospects don’t want to speak directly with someone. Consider this a foot-in-the-door technique, where prospects have already given you their contact details, and now they are taking the next step of booking a call.

The other advantage is that even if they drop off at this point, you still have their name, phone, and email to follow up.

How to Use Email Automation in Your Appointment Booking Funnel

You can also hook up your booking appointment scheduler with an email automation tool like ActiveCampaign, where you can send automated emails.

As I discussed earlier, there can be leads who fill out the form and do not book a call via the scheduler.

At that moment, you have a couple of options.

  • Either you pick up the phone and call them.
  • Or you can send out an automated email and send them a link to your scheduler so they can book a slot in your calendar. It saves a lot of back-and-forth emails as prospects pick the date/time based on their availability.

The best part with tools like ActiveCampaign and Calendly is that you can automate them. So anytime somebody does book, they are removed from the automation automatically.

If you want to know more about email automation, I suggest you check out this blog:
A Simple Guide For Email Nurturing Campaigns With Examples

One of the other benefits of an email automation tool is to send out a drip email. You can send out a welcome series to every lead and introduce them to who you are and what you do to build rapport.

It is extremely powerful and can happen in the background, saving you time, energy, and money to follow up manually. Such campaigns slowly nurture your leads into booking a call and maintaining a long-lasting relationship.

Appointment Booking Funnel Workflow Template

Here’s a simple workflow of how your appointment booking funnel template can work. You can customize it according to your business needs. 

appointment booking funnel template

Ready to Create a Book a Call Funnel?

Building an appointment booking funnel optimizes your lead-generation process. It creates a seamless buyer journey and ensures that quality leads do not slip away from the funnel. 

While landing pages and email automation are vital, you can create a better user experience and develop a strong booking funnel by focusing on the thank you page and meeting scheduler. Remember to utilize the right landing page at the right time.

Get an automated booking funnel in place today to ensure all interested visitors are captured and nurtured till they book a call. 

Also, Check

Top Of Funnel Marketing
Middle of the Funnel Lead Generation
Bottom of the Funnel Lead

Waseem Bashir
CEO of Apexure
Waseem Bashir
CEO of Apexure
Waseem Bashir
CEO of Apexure
Waseem Bashir
CEO of Apexure

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