One appointment, from the first call to the commission
Vauclane is a fictional agency of seven people. It books appointments and signs contracts for two clients: Belcire, a scheduling software company, and Palvière, an office furniture supplier. Here is one of its appointments, followed in four steps through the tool we would have built for it.
Sophie runs the agency. Marc is the closer for Belcire, Adrien for Palvière. Karim, Léa, Thomas, and Inès are setters.
Karim books the appointment
Karim gets off a call for Belcire: the prospect agrees to an appointment. Karim answers four questions, picks a slot in Marc's calendar, and it's booked. At Vauclane, these four questions are mandatory: no answers, no appointment.
What is no longer done by hand
- Copying the appointment into the closer's calendar, then into the client's tracking sheet.
New appointment · Belcire
- Prospect
- Head of operations, trucking company, 40 employees
- Stated need
- Plan delivery routes without a spreadsheet
- Decision maker
- Him, with his business partner
- Timeline
- Before the end of the quarter
- Current tool
- A shared spreadsheet
- Time slot
- Thursday 2:00 PM, with Marc
Marc prepares for the appointment
Thursday, ten minutes before the call, Marc opens the record. The prospect's answers, the call history and Karim's notes are all there. No need to ask anyone anything, and Marc already knows where to start.
What is no longer done by hand
- The message to the setter asking who this prospect is.
- The closer meeting the prospect for the first time when the video call opens.
Appointment · Thursday 2:00 PM · Belcire
Booked by Karim, Tuesday at 10:42 AM
- Stated need
- Plan delivery routes without a spreadsheet
- Decision maker
- Him, with his business partner
- Timeline
- Before the end of the quarter
- Current tool
- A shared spreadsheet
Call history
- Mondayno answer
- Tuesday 9:15 AMcall back
- Tuesday 10:38 AMappointment
Karim's notes
- Already tried scheduling software, too complicated for his drivers.
- His business partner may join.
- Wants to see a typical day, not a slide deck.
The commission is calculated
Thursday at 2 PM, the prospect shows up: Karim's share appears. At the end of the call, the prospect signs with Belcire, and Marc's share is added, calculated on the contract. Everyone sees what has been paid to them and what is still to come. These are Vauclane's rules: another agency would have its own.
What is no longer done by hand
- The end-of-month spreadsheet.
- The disputed line recalculated by hand.
Commissions · Belcire
Appointment attended · Thursday 2:00 PM · Karim
$40 · To be paid
Contract signed · Thursday 2:52 PM · Marc
10% of $3,600 = $360 · To be paid
- Karim, this month$480, of which $360 already paid
- Marc, this month$1,440, of which $1,080 already paid
Sophie sees everything
Friday morning, Sophie opens the dashboard: who is calling right now, and how many appointments were booked, attended and signed, per client and per person. This week's report for Belcire is already filled in: all that is left is to review it and send it.
What is no longer done by hand
- Friday's report put together from three exports.
- Going around the team to find out where everyone stands.
Dashboard · this week
In a call session now
- Léa, for 1 hr 12 min38 calls, 2 appointments
- Thomas, for 40 min21 calls, 1 appointment
By client (booked / attended / signed)
- Belcire9 booked, 7 attended, 2 signed
- Palvière6 booked, 5 attended, 1 signed
By setter (booked)
This week's Belcire report: ready for review.
What is real in this example
Vauclane does not exist, and neither do its clients. All the numbers are made up. The tool shown here cannot be bought as is: we build every agency its own, around its own rules. Qualified appointment booking, call sessions and commission calculation already run in our own tool, the one we use for our own prospecting.
On a video call, we walk through this same path with one of your agency's appointments
30 minutes, free. Together we count what gets copied over along the way, and you see what it would look like at your agency.
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