<h1 id="aea8a198-e5cf-4324-abcd-91f568ec0fac" data-toc-id="aea8a198-e5cf-4324-abcd-91f568ec0fac" class="PDq2pG_selectionAnchorContainer" style="text-align: left; font-size: 32px; line-height: 1.2;">How I automate discovery calls without making the client experience feel automated</h1>There are quite a few little jobs involved in getting somebody from "I'm interested" to actually becoming a client.They book a call. You need their details. They need confirmation. You might want to send them some useful information before you speak. Then, if they decide to work with you, there's payment, forms, agreements and everything else that needs to happen.None of those jobs is particularly difficult.But when you're doing them manually, it's surprisingly easy to find yourself scrabbling around looking for a link, wondering whether you've sent something or trying to remember what happens next.So I've automated most of it.The slightly ironic thing is that the result isn't a less personal experience. It actually gives me more time to be personal where it matters.Here's how my process works.<div data-youtube-video="" style="display: flex; justify-content: flex-start;"><iframe src="https://www.youtube.com/embed/TghkU-AD5ZQ" start="0" width="640" height="480" frameborder="0" allowfullscreen="true" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture" style="max-width: 100%; text-align: left;"></iframe></div><h2 id="c3a68e1d-3303-4002-869c-b8a6763ad781" data-toc-id="c3a68e1d-3303-4002-869c-b8a6763ad781" style="text-align: left; font-size: 24px; line-height: 1.2;">It starts with one clear next step</h2>My homepage has three different things on it because there are three different ways people can engage with me.But when somebody gets to my Work With Me page, things get much simpler.The main thing I want them to do is book a discovery call.That's important because I don't think a landing page should try to do the entire sales process. Its job is to help somebody understand enough to take the next sensible step.And ideally, you don't want to give them 27 different places to wander off to while they're doing it.There are navigation options on my page, but they simply move people to different sections of the same page. The main action remains the same.Book a discovery call.I also repeat that call to action throughout the page. Once somebody has read enough and decided they're interested, I don't want them hunting around for the button.Your next step might be different. Perhaps it's completing a form, sending a message or signing up for something.Whatever it is, make it obvious.<h2 id="77e01ed6-2d0e-486d-b993-9bc32aa4335e" data-toc-id="77e01ed6-2d0e-486d-b993-9bc32aa4335e" style="text-align: left; font-size: 24px; line-height: 1.2;">Once somebody books, the automation takes over</h2>When somebody clicks to book a call with me, they can choose a suitable date and time using my calendar.I use Moxie for this because I also use it for other parts of the business, including project management, client onboarding and my sales pipeline.As soon as somebody books a discovery call, they're added to the "Discovery Call Booked" stage of that pipeline.That's where the clever stuff starts happening.I have an automation built in Pabbly Connect which recognises the type of meeting that's been booked and runs the appropriate process.For a discovery call, it takes care of things including:<ul><li>extracting the meeting date and time</li><li>updating the person as a contact in my WhatsApp system</li><li>sending a WhatsApp message thanking them and confirming the meeting</li><li>making sure they receive the calendar invite</li><li>adding them to my email list if they've specifically given permission to join my Digital Escalator</li></ul>There's also a nurture sequence before the meeting which deals with some of the commonly asked questions.All of that happens without me manually copying information between different systems or remembering to send individual messages.<h2 id="8c624eba-b459-4a96-ab5a-79e4b26cbb43" data-toc-id="8c624eba-b459-4a96-ab5a-79e4b26cbb43" style="text-align: left; font-size: 24px; line-height: 1.2;">Automation doesn't replace the actual conversation</h2>Then we get to the discovery call.That's deliberately not automated.I like meeting people and talking to them. I also try to make sure somebody gets some value from that conversation regardless of whether we end up working together.Before we speak, I've already got some information they've provided through a form, and I can see them sitting in the appropriate stage of my pipeline.So when the call starts, I'm not spending the first chunk of it doing admin.We can actually talk.That's the bit I think sometimes gets lost when people talk about automation.The goal isn't to automate absolutely everything just because you can.It's to automate the repetitive bits so you've got more time and attention for the bits where a human being is actually useful.<h2 id="e1d468be-07fa-4090-8e8a-b7fb49f88d94" data-toc-id="e1d468be-07fa-4090-8e8a-b7fb49f88d94" style="text-align: left; font-size: 24px; line-height: 1.2;">If they become a client, the next process starts</h2>If somebody decides during the call that they'd like to work with me, I simply move them into the payment stage of my pipeline.That triggers another process.They're sent an email containing the payment link. Once they've paid, they're sent a form to collect the information I need.When that comes back, I've got what I need to draft their agreement and get everything set up.Again, I'm not hunting around for links or wondering whether I've remembered to send the right form.The process moves forward.<h2 id="770afec4-95f0-4138-a82d-4d113d2785f2" data-toc-id="770afec4-95f0-4138-a82d-4d113d2785f2" style="text-align: left; font-size: 24px; line-height: 1.2;">Don't forget what happens after somebody buys</h2>There's another part of this that I think is easily overlooked.We spend an awful lot of time thinking about websites as tools for attracting new customers.What about the people who've already bought from you?Is your website useful to them too?Mine has a member login which takes existing clients and members into the main area they need. From there they can access things such as community channels, courses, private messaging, events and project management tools.So the journey doesn't suddenly fall apart once somebody becomes a customer.The technology continues helping them get to the thing they need.<h2 id="f40d6f95-4f0f-4c3e-9184-6cfd24519ef3" data-toc-id="f40d6f95-4f0f-4c3e-9184-6cfd24519ef3" style="text-align: left; font-size: 24px; line-height: 1.2;">The clever automation isn't really the point</h2>If you looked at the automation behind all this, it might seem pretty complicated.And technically, some of it is.But the person booking the call doesn't need to know or care about any of that.Their experience is simple.They find the page. They understand the next step. They book. They receive the right information. We have a conversation. If they become a client, the things they need arrive when they need them.That's what good automation should do.The complicated stuff happens quietly in the background so the experience at the front feels straightforward.And it means I spend less time doing repetitive admin and more time actually helping people.If you're running a growing service business and you'd quite like this sort of thing to happen without having to build all the technical bits yourself, that's exactly the kind of stuff I help with at <a target="_blank" rel="noopener" class="decorated-link" href="https://www.helpwithdigital.com?utm_source=chatgpt.com">Help With Digital</a>.

See how to automate discovery calls and client onboarding, from booking and follow-up to payment, forms and the client experience.

How to Automate Your Discovery Calls and Client Onboarding

How I automate discovery calls without making the client experience feel automated

Once somebody books, the automation takes over

Automation doesn't replace the actual conversation

If they become a client, the next process starts

Don't forget what happens after somebody buys

The clever automation isn't really the point

Read articles, tips, and resources to help you learn, grow, and succeed. Explore our latest posts covering education, community, and personal growth

Blog – Insights, Tips & Resources for Learning and Growth

Explore articles, tips, and insights to help you succeed in learning, community building, and personal development.

How to Automate Your Discovery Calls and Client Onboarding

How to Automate Your Discovery Calls and Client Onboarding

Related Posts

Do You Really Need a Complicated Website Anymore?

Turn Podcasts into Videos Instantly with AI?

I turned the thing Katie had been putting off into a no-brainer

Client Stories: The Secret Sauce You're Missing

How to Launch Your First Online Course: A Step-by-Step Checklist for 2026