Welcome to Distro! Our platform is designed to accelerate your sales cycle by connecting website visitors directly to the appropriate team member, boosting your team's pipeline effectively.

In a Nutshell: Joining Distro allows inbound leads to effortlessly book meetings with you, directly into your calendar.

Getting Started:

1. Invitation Acceptance: Please wait for an invitation from your admin. Once received, use the provided link in the email to sign up on Distro. ⚠️ Avoid signing up directly on our website to ensure proper team integration.

3. Availability Settings: Update your availability in your profile to let prospects know when you're free to meet, giving them the ability to book slots that work best for both of you.

1. Personal Link Creation: Set up your first personal link, which could potentially replace other scheduling services you might be using like Calendly or Hubspot. Start sharing it to streamline your appointment setting process!

And that’s it! 🎉 All set up, now sit back and watch your calendar fill up with meetings. 📈 Welcome aboard, and here's to efficient scheduling and more productive days!

Welcome to Distro! To ensure a smooth start as an admin and to configure your first router, please follow these essential steps.

And that’s it, you’re ready to configure your first router! 🎉 Enjoy the journey as you streamline your workflows with Distro.

The Customer Support team at our company is dedicated to providing timely and efficient assistance to ensure the best experience for our customers. Our general hours of operation are Monday through Friday, from 8:00 AM to 6:00 PM London time. However, we understand that critical issues can arise outside of these hours, which is why we offer a 24/7 support service specifically for such urgent matters.

To maintain a high standard of service, we have established a First Response Service Level Agreement (SLA). Under this SLA, customers can expect to receive an initial response to their inquiries within 24 hours. In the event of critical issues that require immediate attention, our team is committed to responding within 1 hour, regardless of the time or day, to ensure minimal disruption to our customers' operations. Our support structure is designed to provide peace of mind and reliable assistance whenever our customers need it.

Creating a router in Distro is a pivotal step in customizing the way leads are managed and directed after interacting with your website. This process requires careful setup of your form, matching rules, and distribution rules. With these components in place, configuring your router becomes the key to a smooth and effective lead management process.

Key Steps for Optimal Router Configuration

2. Map Your Form: Inform Distro which fields in your form correspond to your CRM fields.

1. Create Matching Rules: When a prospect fills out your form, Distro captures the information and checks if the lead exists in your CRM using their email address. If a match is found, you can assign the lead to a specific owner.

1. Set Distribution Rules: For leads not matched by your rules, they are processed through your distribution rules sequentially. If a rule is met, the router stops and assigns the meeting to the next person in line based on your chosen distribution method. Leads that do not meet any distribution rules are disqualified.

1. Define Meeting Types: Select from your created event types in Distro to identify the most appropriate one for the scheduled meetings. This choice is crucial as it defines the nature and context of your interactions with leads.

1. Configure Redirection URLs: These URLs are vital in directing the lead's journey post-interaction. You need to set:

• Booked Meeting Redirect URL: Designate a URL to send leads to after they have successfully booked a meeting, like a confirmation page or a thank-you message.

• No Booking Redirect URL: Choose a URL for leads who don’t book a meeting within a certain timeframe, directing them to additional resources or the booking process again.

• Disqualified Redirect URL: Set a URL for leads that do not qualify for a meeting based on your rules. This could provide alternative engagement options or educational resources.

1. Router installation: the final step, once your router is configured, is to install the router.

In the context of Distro, a router is a critical component that shapes the journey of your leads after they submit a form on your website. It plays a pivotal role in lead management and distribution within your team.

Components of a Distro Router:

Implementation of the Router:

After configuring the router in Distro, it needs to be integrated into your website using a specific code snippet. This integration is crucial for the router to function correctly and handle leads as intended.

Form mapping in Distro is a pivotal step in creating a seamless integration between your existing website forms and Distro’s advanced booking and scheduling tools. This process ensures that once a form is filled out on your website, Distro takes over to efficiently manage scheduling and routing, enhancing the user experience and streamlining your lead management process.

Step-by-Step Guide to Form Mapping in Distro

1. Accessing the Form Section in Distro:
2. Creating a New Form:

   • This step initiates the integration process by allowing you to define a new form within the Distro system.

3. Naming Your Form:

   • Assign a unique and descriptive name to your form. This name will help you identify and manage the form within Distro.

4. Identifying the Form Selector:

   • The form selector field is crucial as it links your website form with Distro.

   • This field requires the ID of your form. For instance, if you’re using a Hubspot form, you can find this ID in the form’s URL when you open it in your editing tool.

   • Once you have located your form's ID, prepend it with "#hsForm_".

1. Adding Form Fields:

• Include all the relevant fields that will be used in your matching and distribution rules within Distro.

• This step is essential for ensuring that the data collected through your form is appropriately utilized for lead management and scheduling.

1. Saving Your Form:

• Once you have filled in all the necessary information and added the fields, click on the ‘Save’ button to finalize the form mapping process.

For those utilizing a custom HTML form on their website, integrating Distro to enhance lead management is a straightforward process. Here's a concise, step-by-step guide to get you set up quickly and efficiently.

Step 1: Sign In and Create a Router in Distro

Identify the unique identifier for your custom HTML form. This is crucial for Distro to properly recognize and interact with your form.

Step 2: Install the Router

After configuring your router, the next step is installation. This is key to enabling Distro’s functionalities on your site.

Locate and copy the router code snippet from Distro. This unique code links your website's form to the Distro system.

Step 3: Embed the Code Snippet

Finally, embed the copied code snippet into your website. Ideally, place it directly below your custom HTML form or just before the closing </body> tag in your HTML code.

With the code snippet in place, Distro is now active on your website, ready to streamline your lead management process. By following these steps, you’ve successfully integrated a powerful tool into your website's infrastructure, enhancing your capacity for effective lead engagement and management.

Should you encounter any issues or require further assistance, our technical support team is always available to help. Welcome to the enhanced world of efficient lead management with Distro!

After configuring your router in Distro, the final step to fully integrate this system into your lead management process is to install the router in your website. This involves implementing a code snippet that links your website’s functionality with the Distro system. This critical step ensures that the lead routing, qualification, and scheduling features are active and functioning seamlessly on your site.

Installing the Router: A Simple Process

1. Obtain the Router Code Snippet:

After finalizing the setup of your router in the Distro platform, you will be provided with a unique code snippet. This code is the key element that connects your website's lead generation forms and interfaces with the Distro system.

1. Follow the specific steps of the form you are using:

Install the router on your website

Popup

You need to first obtain the code snippet from the Install Router page of your router.

Then add the following script tag to the <head> of your page.

Then paste the rest of the javascript snippet before the closing tag of the <body> element.

Thats'it!

From the click of an element

Here is an example of how you can adapt the above code to trigger the popup from a button.

From an embed

You can open the popup directly inside a selected div once the form has been submitted. All you need to do is to specify the id of the target div.

Enhance your lead management by integrating Distro with your HubSpot forms. This integration enables you to book meetings with qualified inbound leads and connect them with the appropriate team member.

Step 1: Set Up Your Form in HubSpot

2. Find the form you wish to integrate with Distro.

3. Select “Edit form” located at the top right of the page.

4. Navigate to the “Options” tab.

5. In the “What should happen after someone submits this form?” section, select Display a thank you message.

1. Identify the form ID in the URL, located after “/editor” and before “/edit” – this will be needed in Distro.

1. Confirm your changes by clicking “Update.”

Step 2: Set Up Your Router in Distro

2. The Selector ID required is "hsForm_" followed by the form ID identified in Step 6 of the HubSpot setup.

Step 3: Install Your Router

1. Navigate to the Router installation section for the router you wish to implement.

2. Copy the provided code snippet.

1. Paste the code snippet onto your webpage or landing page, where the HubSpot form is embedded, just before the closing </body> tag.

2. That’s it – Distro is now active on your site!

Matching rules enable you to route meetings to specific users if they already exist in your CRM or if you have an account-based marketing strategy.

Examples of Use Cases:

• If an account is already a customer, you may want to assign the meeting to their customer success manager.

• If it’s a strategic account already assigned to your sales team, you may want to assign it to the right account executive.

Matching Rules Can Be Used To:

• Assign the lead to the owner of an existing contact in your CRM: Distro checks in your CRM if the lead exists and assigns the meeting to the lead owner.

• Assign the lead to the owner of similar contacts: Distro looks at contacts with the same domain name and assigns the meeting to the owner of the latest similar contact.

• Assign the lead to the owner of a company: Distro checks if the company already exists in your CRM and assigns the meeting to the account owner.

How to Create Matching Rules:

2. Name your rule for easy identification.

3. Distro will check if a company or contact is already associated with the email submitted in your form. Choose whether you want to create a rule checking companies or contacts.

4. Then, create conditions to check on your contact or company. For example: check if the CRM owner of the contact has an account on Distro.

5. Decide who should be assigned the meeting if the rule matches: an existing owner or a specific user.

6. You can add default guests to the meeting.

7. Click on “Create Rule” and that's it. Your matching rule is created and ready to be used in a router.

The Personal Meeting Link feature in Distro is a powerful tool designed for users who frequently organize one-on-one meetings. This feature allows every user of Distro to have a unique, personalized meeting link, streamlining the process of scheduling and joining meetings.

Personalizing Your Meeting Link in Distro

1. Accessing the Links Section:

   • To start customizing your personal meeting link, log into your Distro account.

   • Navigate to the sidebar in your Distro interface and look for the “Links” option.
2. Creating and Customizing Your Link:

   • In the Links section, you have the freedom to create a meeting link that best represents you or the nature of the meetings you're scheduling.

   • Customize your link by choosing a unique identifier or name that is easy to remember and share. This customization makes it more convenient for your contacts to remember and use your link for scheduling meetings.

Distribution rules enable you to assign meetings through a customizable round-robin system based on specific criteria.

Example Use Cases:

1. Based on company size: If you aim to distribute leads for companies with more than 500 employees to your enterprise account executive team, Distro checks the company size indicated in the lead’s form. The meeting is assigned to the next in line in your round-robin, provided the company has more than 500 employees. Otherwise, the lead does not qualify for the distribution rule.

2. Based on Location: If you want to distribute leads based on their geographical location, Distro checks the country information from your lead’s form and assigns the meeting to the next person in line in your round-robin.

How to Create Distribution Rules:

2. Name your rule for easy identification.

3. Create your conditions for distribution. Without any conditions to your distribution rule, all leads reaching this stage of the router will be distributed.

4. Select the team that will be assigned the meetings. You can allocate more meetings to specific users using the “Assign weightage” feature.

5. Choose Meeting Options and decide if you want to add default guests to the meeting.

6. Click on “Create Rule”. Your distribution rule is now ready to be added to a router.

Event types allow you to define the different types of meetings you want your customers to be able to schedule with your sales team.

For exemple:

1. SDR teams to qualify your prospects.

2. AE reps to give product demos and close deals.

3. Implementation or Success teams to help your prospect successfully implement your product.

It also lets you create personalized calendar invites and reminder templates that can be sent based on the type of meeting booked.

How to create an event type

To create a new event:

Title

This is the name of the event type. This is only visible in your dashboard.

Description

This is a detailed explanation of your event. It will assist you in recalling the purpose of the particular event type.

Duration

This defines how long your event will last. This is the duration we will use when creating new calendar invites.

Buffer times

Buffer time is a gap between meetings given to reps. Distro can auto-block this time before and after a meeting, allowing reps time to wrap up, prepare, or rest. For example, a 30-minute meeting with a 15-minute buffer before and after will block 60 minutes on your calendar. Therefore, even for a 30-minute meeting, 60 minutes of free time is needed on your calendar to display available slots, as buffer times are included.

Greeting text

• On your booking page, create a welcoming atmosphere by customizing the greeting text. This text appears above the booking slots and is the first interaction your prospect will have with your scheduling page.

• A personalized greeting not only makes the page more inviting but also establishes a positive initial connection with your prospect.

Inherit availability

• You have the option to choose between team-wide availability or individual user availability for your booking slots.

Next Meeting Assign Time

• The next meeting assign time is the buffer between the moment the lead books a meeting and the next available meeting in your schedule. This buffer helps you manage your schedule and prevents unexpected, unplanned meetings from arising at the last minute.

Days Into Future For Booking

• This feature determines how far in advance prospects can schedule a meeting with you or your team.

• By setting a specific range of days, you can control your calendar more effectively, ensuring that you are not overbooked and that meetings are scheduled within a manageable timeframe. This leads to better planning and time management.

Customizing the Calendar Title

• In Distro, you have the option to choose the title of the calendar event. This title is what will appear in Google Calendar, Outlook, or any other calendar service used by your invitees.

Enhancing the Calendar Description

• Beyond the title, the calendar description is an opportunity to provide additional information about the meeting. This can include details on how to join the meeting (like a Zoom link or physical location), instructions for rescheduling or cancelling, and any other relevant information.

• A comprehensive and clear description ensures that invitees have all the necessary information at their fingertips, reducing confusion and improving the overall experience.

Reminders

Customizing the Reminder Email:

• In Distro, you have the flexibility to fully customize the content of the reminder email. This means you can tailor the message to suit the tone of your organization.

• You can include specific details about the meeting, such as the agenda, any pre-meeting materials or links, and personalized messages to make the reminder more engaging.

Setting the Reminder Schedule:

• You can decide exactly when the reminder should be sent out – be it minutes, hours, or days before the meeting.

• This flexibility allows you to align the reminder with the nature of the meeting. For instance, a reminder a day in advance for a formal meeting or an hour before for a casual catch-up.

Flexible and strict round robin

With the choice between Strict Round Robin and Flexible Round Robin, you can tailor the meeting booking experience to align with your team's operational needs and objectives. This guide outlines how to configure your preferred round robin method and dives into the specifics of each approach, complete with practical examples to illustrate their application in real-world scenarios.

Configuring Round Robin Settings

To set up your round robin method in Distro, start by accessing your router's configuration:

1. From the Distro interface, navigate to "Distribution Rules" found within the left navigation panel of your chosen router.

2. Use the dropdown menu to select your desired meeting distribution method—either Strict or Flexible Round Robin.

3. Save your settings to apply the changes.

Strict round robin

The Strict Round Robin approach ensures a sequential and equitable distribution of meeting opportunities among your team members. When a prospect initiates the booking process, they are presented with the available time slots of the next team member in the predetermined round robin sequence. This method guarantees that each member receives meetings in a fair and orderly manner, without any bias.

• Example Scenario:

  • Team Composition: Alex, Taylor, and Jordan employ the Strict Round Robin method.

  • Process: Starting with Alex, the round robin sequence dictates that Sam's booking shows only Alex's slots, leading to an even spread of meetings as the sequence progresses through Taylor and Jordan.

  • Outcome: Each team member receives meetings turn by turn, promoting an equal workload distribution and preventing overburdening.

Flexible round robin

The Flexible Round Robin method offers prospects a view of all available time slots across team members for any given day, thereby increasing the likelihood of meeting bookings by presenting a wider range of scheduling options. When multiple members are available for the same slot, the system allocates the meeting to the one with the fewest scheduled meetings, maintaining balance in workload distribution.

• Example Scenario:

  • Team Dynamics: Alex, Taylor, and Jordan apply the Flexible Round Robin method.

  • Booking Process: Casey, a prospect, chooses a slot available to both Taylor and Jordan, leading to an assignment based on current meeting counts or randomly if counts are equal.

  • Result: This approach not only ensures a fair share of meetings for each team member but also enhances the booking experience for prospects by offering more flexibility and availability.

Whether your team benefits more from the predictability and fairness of Strict Round Robin or the flexibility and increased booking potential of Flexible Round Robin, Distro provides the tools to optimize your meeting distribution strategy. By understanding and applying the method best suited to your team's needs, you can enhance both team efficiency and prospect satisfaction.

Teams in Distro are an essential feature for businesses looking to streamline their scheduling and meeting distribution processes. Whether you're setting up round robin schedules or creating specific distribution rules, organizing your staff into teams can significantly enhance efficiency and clarity. Here's a step-by-step guide on how to set up a team in Distro:

1. Navigating to Team Setup:

   • First, access your Distro dashboard.
2. Creating a New Team:

   • This will initiate the process of creating a new team.

3. Naming and Timezone Setting:

   • Choose an appropriate name for your team. This name should reflect the team’s role or function to ensure easy identification.

   • Select a timezone for the team. This is particularly important for teams working remotely across different regions to synchronize schedules effectively.

4. Adding Members:

   • Add Distro users to your team. These should be individuals whose roles align with the team’s objectives.

   • It’s important to select members who will be part of the scheduling and meeting distribution process.

5. Setting Up a Team Schedule:

   • Create a schedule for the team. This schedule will dictate the availability of the team as a whole for meetings and appointments.

How to Set Up Your User Profile in Distro

Access the My Profile tab

1. From the side navigation bar, select “Settings.”

2. Click on “My Profile.”

Setting your timezone

Ensuring your timezone is correctly set in Distro helps in synchronizing your bookings and interactions with others.

Upload a profile picture

1. In the Avatar section, click on the avatar icon. This will open the file selector.

2. Choose a preferred image to set as your profile picture.

Integrating your personal calendar, whether it's Google or Outlook, is a mandatory step to fully utilize Distro. This connection allows prospects to directly book meetings into your calendar, ensuring a seamless scheduling experience.

Follow these steps to connect your calendar:

3. Choose the calendar service you use—Google or Outlook—and follow the prompts to integrate it with Distro.

Once your calendar is connected, you're all set to have meetings scheduled without the back-and-forth. Get ready to meet with prospects more efficiently than ever before!

Ensuring that your availability is accurately reflected in Distro is crucial for maintaining control over your schedule and making sure that meetings are booked at convenient times.

Here’s how to set your availability:

Take charge of your calendar today with Distro's easy-to-use availability settings!

For streamlined access to all your essential tools, Distro consolidates your integrations in a single, convenient location. Manage your calendars and video conferencing platforms with ease to enhance your workflow.

Quick Access to Your Integrations:

• Calendars: Keep your schedule synchronized and avoid conflicts by integrating your personal or work calendars.

• Video Conferencing: Seamlessly set up video calls by linking your preferred conferencing tools.

Please follow the following steps to connect your Zoom account:

1. A pop-up window will appear on your screen, prompting you to sign in to your Zoom account.

2. Grant permissions to Distro by clicking "Allow." ⚠️ Please note: Do not check the "Allow this app to use my shared access permissions" option.

3. Congratulations! You have successfully integrated your Zoom account with Distro, making it easy to generate Zoom meeting links for all your scheduled meetings. Enjoy your seamless scheduling experience! 🎉

Removing the app

1. Login to your Zoom Account and navigate to the Zoom App Marketplace.

2. Click Manage >> Added Apps or search for the "Distro" app.

3. Click the "Distro" app.

4. Click Remove.

Personalizing your Distro workspace is not just about aesthetics; it’s about creating an environment that resonates with your brand and enhances recognition among your team and clients.

Personalize with These General Settings:

• Workspace Name: Reflect your brand’s identity by customizing the workspace name. This name will be visible to your team and clients, reinforcing brand consistency across your platform.

• Workspace Logo: Upload your company logo to add a professional touch to your workspace. Your logo will appear on the booking page, emails, and other client-facing communications.

• Account Ownership: Ensure the right management and control by managing who owns the account. The owner has critical access to settings and administrative privileges.

Adjust these settings to align with your company’s branding and maintain the proper administration of your account.

A well-organized team structure within your Distro workspace is key to a smooth operation. Managing members, handling invitations, and defining user roles are fundamental to maintaining order and clarity.

• Manage Members: Keep your team’s details up-to-date. You can add or remove members, update their information, or change their roles as necessary.

• Manage Invitations: Control who gets access to your workspace. Send out invitations to new members, track pending invites, and manage follow-ups for those who haven't yet responded.

• Types of Users: Assign the correct roles to your team members. Distinguish between Members, who have standard access, and Admins, who are granted administrative privileges for broader control over the workspace.

Effective team management ensures that everyone has the appropriate level of access and that your workspace remains secure and efficient.

Integrations are a vital component of any workspace in Distro, as they allow for a seamless connection between Distro and other tools your company uses. Efficiently manage these integrations to ensure your team operates smoothly and cohesively.

Centralized Integration Management:

By consolidating your integrations, you can ensure data consistency across platforms and enable your team to work more efficiently.

Distro gives you the flexibility to control how long the booking page is displayed after a meeting is scheduled. Tailoring this setting can enhance the user experience by ensuring they have enough time to confirm details or take note of the meeting information.

Here's how to adjust the duration:

How does Distro handle vacations?

Distro can automatically detect vacations from a team member's calendar. It looks for full-day busy events (24-hour slots with no gaps). These can be single days or recurring events. Partial day blocks are not counted as vacation time.

When a team member has a full-day block, Distro will skip them in the round-robin assignment and give leads to other available team members.

Distro treats distribution rules and matching rules differently:

1. Matching rules:

   • Use the "cover for colleague" logic by default

   • This means if the assigned person is unavailable, Distro will try to find a suitable replacement

2. Distribution rules:

   • Simply skip unavailable users based on the settings

   • No attempt is made to find a replacement; it just moves to the next available person in the rotation

This distinction allows for more flexibility in how leads are handled when team members are unavailable, depending on which type of rule is being applied.

Distribution Rules

Toggle the vacation calibration setting if you want to remove users from metting assignments during their vacation.

Vacation Buffer

The vacation buffer setting controls when team members are removed from and re-added to lead distribution around their vacation periods.

Let's say Emma has a vacation from March 10th to March 20th, and the vacation buffer is set to 2 days before and 1 day after.

• Emma will stop receiving leads on March 8th (2 days before vacation starts)

• She'll start receiving leads again on March 19th (1 day before vacation ends)

Key Points

1. Zero Buffer: If set to "0", the team member is removed on the first day of vacation and added back on the last day.

2. Buffer Longer than Vacation: If the buffer is longer than the vacation (e.g., 5-day buffer for a 3-day vacation), the team member remains in the distribution.

3. Different Before/After Settings: You can set different numbers for the before and after buffers.

4. Partial Days: The system only considers full days for vacation and buffer calculations.

Matching Rule

Toggle the Cover for colleagues on vacation setting if you want to re-route meeting assignments to a designated colleague during their vacation.

Cover for colleagues on vacation buffer

The cover for colleagues on vacation buffer set how many days before/after the vacation the colleague should receive meeting assignments.

Let's say Emma has a vacation from March 10th to March 20th, and the vacation buffer is set to 2 days before and 1 day after.

• Emma will stop receiving meetings on March 8th (2 days before vacation starts)

• Her designated colleague will start receiving meetings 2 days before vacation starts.

• She'll start receiving leads again on March 19th (1 day before vacation ends)

• Her designated colleague will stop receiving meetings 1 day before vacation ends.

Design a colleague

Users can set up a colleague themselves. Head to Settings -> Profile

Admins can also manage the users settings. Head to Settings -> Members

Distro can automatically detect vacations from a team member's calendar. It looks for full-day busy events (24-hour slots with no gaps). These can be single days or recurring events. Partial day blocks are not counted as vacation time.

Google Calendar

• Event must be marked as "All day"

• The visibility of the event must be "Busy"

Distro provides advanced options for customizing your reminders and calendar invites, helping you stand out.

Here's a list of these variables and what they represent.

Change your calendar invites from "{{firstName}}" to: "Good morning Jane" or "Happy Friday, Don."

Format

All variables must be surrounded by double curly brackets: {{prospect.lastname}}

Personal meeting links

calendar title

calendar description

Reminder subject line

Reminder description

Event types

Calendar title

Calendar description

Reminder subject line

Reminder description

Unlock the full potential of Distro by integrating with HubSpot. This essential connection enhances your CRM capabilities and streamlines your booking process.

Benefits of Integrating Distro with HubSpot:

• Bookings are intelligently routed based on the properties of contacts and companies.

• Prospects can easily get in touch with their assigned account owners.

• Meeting details are automatically updated in your CRM, keeping your data current.

Integration in Three Simple Steps:

2. Connect Your HubSpot Account: When prompted, log into your HubSpot account. You will need to authorize Distro to access the necessary fields and data within your CRM.

3. Complete the Integration: 🎉 After granting the permissions, you will be redirected back to Distro. Now, you're all set to leverage the combined power of Distro and HubSpot!

Enjoy a more cohesive sales process with your new Distro-HubSpot integration.

Distro synchronizes your HubSpot data with lead and meeting information.

CRM Owner

During the creation of a matching or distribution rule, you have the option to designate the meeting owner as the CRM owner. Selecting this option ensures Distro updates the owner of the lead or contact in your CRM.

Contact Custom Fields

Distro transmits information about meetings and prospects by creating custom properties in HubSpot:

Meeting Details

Distro generates a meeting entry in HubSpot and updates its properties accordingly:

• Meeting type

• Outcome

• Duration

• Meeting Description

• Meeting Title