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ToolDeck

Sales & Lead Capture

Demo Request Follow-Up

Every demo request is answered in under a minute with a booked calendar link.

Saves about ~1 hr per week

What it does

  • Instantly responds to every demo request with a booking link
  • Includes a one-question qualifier so you prep for the right demo
  • Escalates a personal note when the requester matches your ideal client
  • Reminds you to prep notes before each booked demo

How it works

  1. Demo request lands in the inbox
  2. Auto-reply sends the booking link with a qualifier question
  3. High-fit requesters trigger a personal touch
  4. Reminder fires the day before with prep notes

What's included

  • Instant booking reply
  • Qualifier question
  • Demo prep reminders

Set it up yourself

Follow these 4 steps in order. You will need accounts for: Calendly, Gmail.

Step 1: Set up a demo Calendly

  1. In Calendly create an event named 'Demo' with 30-minute slots.
  2. Add a 15-minute buffer before and after so demos never run late.
  3. Add your demo scheduling link to your website and form.
  4. Set the event's availability to the hours you actually demo.

Watch out: Buffer time is non-negotiable — back-to-back demos wreck prep and run-over.

Step 2: Write the auto-reply

  1. Draft: 'Great request — book a slot here: {link}. One quick question so I can prep: what are you hoping to solve in the demo?'
  2. Put the booking link first and the question second.
  3. Keep it under 60 words.
  4. Wire the trigger (form submission / email label) to send it automatically.
  5. Test that a request gets answered within a minute.

Watch out: The qualifier question does double duty: better demos, and it filters casual clickers who never reply.

Step 3: Add the fit filter

  1. Decide your ideal-client signifiers: company size, industry, or the answer to the qualifier question.
  2. Score incoming requests: match keywords in the qualifier answer.
  3. For high-fit, shoot the request first (respond in under 5 min) and CC the personal note.
  4. For low-fit, the standard auto-reply is enough — no extra effort.
  5. Test with a high-fit sample request.

Watch out: Speed is the only competitive edge here — the whole point of automation is that high-fit requests feel personally handled in minutes.

Step 4: Add the prep reminder

  1. Create a second flow on the Calendly 'event scheduled' trigger.
  2. It fires the day before the demo and emails you: the requester's name/company/answer.
  3. Add a line 'prepare: review {their answer}, open {your notes doc}'.
  4. Test by booking a fake demo and watching the reminder land.

Watch out: The reminder should contain the qualifier answer — that is what makes the demo feel personal instead of rehearsed.

Frequently asked questions

What does the Demo Request Follow-Up automation do?

Every demo request is answered in under a minute with a booked calendar link. Instantly responds to every demo request with a booking link

How much time does Demo Request Follow-Up save?

It is estimated to save ~1 hr per week. Actual savings depend on your volume.

Which tools does Demo Request Follow-Up use?

It works with Calendly and Gmail.

What does Demo Request Follow-Up include?

Instant booking reply, Qualifier question, Demo prep reminders.

Can I set up Demo Request Follow-Up myself?

Yes. The do-it-yourself guide on this page walks through 4 steps, from getting access to testing the finished automation.