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Get started with Demodesk scheduling: Company admins
Get started with Demodesk scheduling: Company admins

This guide provides comprehensive instructions for company admins on how to use Demodesk Scheduling.

Demodesk Tech avatar
Written by Demodesk Tech
Updated over a week ago

This article guides company admins through the process of starting with Demodesk Scheduling.

ℹ️ The Demodesk Scheduling solution enhances your organisation by simplifying and automating the entire meeting scheduling process. It offers distinctive features, like effortless meeting handovers, structured meeting types, and powerful routing forms to add to your website. And there's more – you can effortlessly integrate Demodesk Scheduling with your current conferencing tool, ensuring a seamless experience.

The sections covered in this article include:

Demodesk Scheduling Guide for Admins

Similar to regular users, the initial task for admins involves configuring your account. Please consult this article for the setup instructions. In this section, the following aspects are detailed:

1. General Settings on Company Level

As an admin, you have the ability to access settings and modify various company-related details. On the company settings page, you have the ability to modify certain information such as:

2. Whitelabel Settings

The Whitelabel settings allow you to adjust the appearance of Demodesk so it matches your corporate identity.

ℹ️ Customise Demodesk features with your corporate branding using the Whitelabel settings.



Customize your booking and routing pages.

Read our article on how to adjust the Whitelabel.

3. Integrations (CRM, Calendar, Conferencing Tools)

With Demodesk, you can enhance your scheduling experience through three key integrations: CRM, calendar, and conferencing tool integrations.

CRM integrations

With the Demodesk CRM Integrations and tokens, you can save administrative tasks and increase your data quality:

  1. Read our introduction to the Salesforce integration here

  2. Read our introduction to the HubSpot integration here

  3. Read our introduction to the Pipedrive integration here

Calendar integrations

In Demodesk, you have the ability to connect your Google or Outlook calendar. This allows you to schedule meetings, send calendar invites, and email invitations directly from the platform. In order to ensure everything works as intended, please connect your account.

Conferencing tool integrations

Furthermore, it's important to integrate your preferred conferencing tool to align with your meeting types and launch meetings using your chosen platform, such as Google Meet, Microsoft Teams, and others. You can connect your conferencing tool here.

4. Meeting Types

Meeting types are templates for the different kinds of meetings you are hosting. Each meeting type is associated with a standardised calendar invitation, a standardised email invitation, reminder emails, and a booking link (a link that allows the customer to directly book a meeting on your calendar).

Pro Tip: Utilise meeting types by configuring distinct templates for each type of meeting, allowing for tailored approaches and performance tracking across various meeting types (e.g., discovery, demo, follow-up).



1. Create a meeting type for each type of customer interaction you have with your customer or prospect.

Read our article on how to create a basic meeting type.

2. Personalize your messaging (e. g. meeting title, email invites) using tokens.

Read our article on tokens.

3. Create a booking link that allows your customer or prospect to book a call directly in your calendar.

Read our article on how to set up a Demodesk booking link.

4. Set a meeting type as your standard whenever you schedule a meeting in Demodesk.

Read our article on how to set your default meeting type.

Do you want to enhance your Scheduling flow even further to help your team structure their day, prevent no-shows, and keep everyone informed about the upcoming meetings?



1. Set up reminders to prevent no-shows.

Read our article on how to set up effective reminders.

2. Inform the host and booker about the customer interactions via CC and BCC.

Read our article on how to work with CC and BCC in the emails sent via Demodesk.

3. Do you want to block time before and after a meeting? Create buffers to block time for preparation and follow-ups.

Read our article on how to work with buffers.

4. Add custom tokens to personalise the emails and reminders even further.

Read our article on how to set up custom tokens.

5. Booking Links

Share booking links, enabling customers and prospects to easily schedule meetings with minimal back-and-forth. You can even integrate booking pages into your website for instant bookings, reducing lead conversion time. Additionally, explore our routing forms for a more advanced lead distribution system - learn more here.

ℹ️ Booking links allow your customers and prospects to pick a date and time in your calendar and schedule a meeting with you or your team. You can even include the booking pages on your website to offer the ability to instantly convert leads into meetings.



1. Make sure you set up the desired meeting types

Check out the basic and advanced meeting type section.

2. Add booking questions to collect information about the client or prospect and auto-sync the values to your CRM.

Read our article on how to set up booking questions.

3. Educate your team on how to work with booking links.

4. Integrate the Demodesk booking pages on your website.

5. Add your booking links to your signatures and outbound campaigns.

6. Track the lead source via a hidden booking question.

Read our article on hidden booking questions.

The lead source can be stored in a custom token.

6. Routing Forms

Routing is a very powerful extension of the booking pages. Routing allows you to route leads based on specific criteria to the matching meeting type and Salesperson.

ℹ️ The larger your Sales organisation grows, the more likely you will have individuals or teams dedicated to a group of customers (e.g. based on regions). Routing allows you to connect the right Salesperson to the right lead, instantly convert leads into meetings, and save time on manual distribution.



1. Set up a routing question and generate a link you can use for your outbound campaigns.

2. Integrate the Demodesk routing on your website.

7. Scheduler

You and your team can book meetings via the Demodesk Scheduler.

ℹ️ Do you need to schedule a demo with a customer while on the phone or communicating through email? Demodesk's scheduling functionality is the ideal tool for you. It's the perfect platform for booking meetings on behalf of others (e.g., SDR to AE, AE to CS), scheduling your own meetings, or arranging group meetings with a prospect and your teammates.



1. Make sure you set up the needed meeting types.

Check out the basic and advanced meeting type section.

2. Train your team on how to schedule Meetings.

Refer to this article for more information regarding the Demodesk Scheduler

In case you are using Salesforce or HubSpot as a CRM and have activated the CRM Integration:

3. Schedule directly out of your CRM.

Read up on how to schedule out of HubSpot.

8. Get your users started

Congratulations! You are ready to go. 🎉 The final step is to invite your team members and ensure that everyone on your team fully leverages Demodesk for their specific needs and applications.



1. Check the permission settings and decide who in your team should get which rights and responsibilities.

Read our article on permission settings in Demodesk.

2. Invite your team member.

Read our article on how to invite users.

3. Add the user to the relevant group and choose all the meeting types for which the user should be available for booking.

Pro Tip: You can share this article with your users. It's a step-by-step guide on how to kick-start their Demodesk experience.

🆘 Do you need support? We've got you covered!

Access Demodesk Live Support by utilising the chat feature located in the bottom right corner of your Demodesk dashboard, or reach out via email to for any inquiries. Our usual response time is within a few hours, but we kindly ask for a 24-hour window before requesting expedited assistance.

Pro Tip: Prior to contacting support, we recommend checking out our help center here. Our articles encompass the key aspects of Demodesk, potentially saving you a significant amount of time & effort.

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