Calendly App for Zoom Concept

 
 

CASE STUDY

What is the Calendly app for Zoom concept?

With Zoom’s in-client app experience release - we believe that this will become a natural way of engaging with different software during a video conferencing meeting. The Calendly app for Zoom concept supports users during their meetings. When a host is ready to schedule their next meeting with their invite, they no longer have to go into Calendly to do so. The Calendly app for Zoom brings their Calendly booking links into the Zoom’s side bar. They can easily share their link with their invitee by sending them a “collaborate” message. Their invitee accepts and is presented with the shared calendar and can proceed to book the next meeting. Additional functionality includes the ability to mark no-shows and to take notes.

The invitee is not required to download the app to book the next meeting. They receive a message to “collaborate” which means that the host of the meeting has given them access to their calendar so they can book the next meeting before the end of the call.

 

Starting with the problem

We are focusing on sales teams for this concept: Today, when sales teams meet with their leads, it is important to book their next meeting in order to maintain momentum and move closer to closing the deal, but unfortunately this booking process is not ideal. Usually, after the meeting, a sales representative sends a follow-up email containing their Calendly link and hopes that their lead will schedule the next meeting.

Who is the user?

The Calendly app for Zoom is beneficial for any sales teams who uses on Zoom for their meetings and finds value in scheduling their next meeting before their current one ends. This ensures that they maintain momentum in the sales process and keep the conversation moving forward. By scheduling the next meeting right then and there, they demonstrate their commitment to continue working with their lead. It also helps to prevent any delays or distractions that might arise if they wait until later to schedule. Booking the next meeting while the lead is engaged and interested also increases the likelihood of their attendance and participation. It streamlines the sales process, builds trust with the lead, and helps close the deal.

 
 

Research Methodology

To conceptualize the app, we crafted two journey maps - one for the meeting host and one for the invitee. To ensure accuracy, we reached out to our internal team of AEs who reviewed it and validated it. The entire meeting cycle included:

  • Discovery and sign up: How do Zoom users find and decide on Calendly?

  • Scheduling meetings as a host

  • Joining and starting a meeting

  • During a meeting interactions

  • Wrapping up/ending a meeting

We then studied at all the pain points pain and identified the best opportunities to focus on.

 

Researching solutions

I reviewed competitors and industry leaders who have apps in the Zoom Marketplace. The goal of my research was to establish and implement UI design best practices that are in line with modern aesthetics and current industry trends. This strategic method guaranteed that our app concept would be competitive, visually engaging, and user-friendly.

 
 
 

Design & Validation

Design, collaborate, gather feedback, iterate and repeat…

I started by wireframing a couple of ideas and collaborated with internal stakeholders for feedback. I then designed a high fidelity prototype, which I utilized to conduct testing sessions with participants in sales roles. The goal was to assess interest and validate the designs. With some minor adjustments, the app concept tested very well and participants were very excited.

We also spoke with Zoom partners who have apps in the Zoom marketplace to understand their overall experience. The overall message was that the Zoom marketplace is still in its very early stages, so discoverability of the apps can be challenging. Even though we believe in the value this app would bring to our end users, ultimately we decided that the discoverability issues were a red flag at this time for us, so it was best not to focus on it for now.