The problem
Annual reviews are booked by phone and email, and clients forget or move them. If you book 33 reviews a month and each takes 12 minutes of back and forth, that's 400 minutes, 6.7 hours a month.
What the AI does
Calendly gives each adviser a booking link and shows free slots in their calendar. Email existing clients a link for their review, with reminders on Standard, which adds automations and reminders. Reviews are meetings only; the advice and the suitability report stay with the adviser, and the booking form collects no financial details.
A worked example
A three-adviser firm in Harrogate has 400 clients and books about 33 annual reviews a month. The administrator sends each client their adviser's booking link.
Before
12 minutes of calls and emails to book each of 33 reviews: 400 minutes, 6.7 hours a month
After
About 4 minutes: 133 minutes, 2.2 hours a month
What it's worth
About 4.4 hours a month saved (8 minutes x 33 = 267 minutes), worth around £111 if administrator time is worth £25 an hour. Cost is 3 Standard seats at $10 each billed yearly, $30 (about £23) a month, or $12 each billed monthly, $36 (about £27) a month. Reminders are on Standard.
How to set it up
- Set up one Calendly event type per adviser for the review, with their working hours.
- Keep the booking form to name, email and one optional note; no financial details.
- Send the link with your normal review invitation.
- Turn on reminders on Standard and check the text is clear and not misleading.
- Check weekly that bookings appear in each adviser's calendar.
What goes wrong
- Calendly's Standard rate is $10 a seat a month billed yearly and $12 billed monthly, so three seats are about £23 or £27 a month. Each adviser needs a seat.
- Booking a review is not the review. Preparation, suitability and records stay with the adviser.
- Reminders and confirmations are client communications under Consumer Duty; keep them clear.
- Clients enter personal details into Calendly. Check its privacy and data terms for UK GDPR.