Introducing TimeZest to your organization is an important step toward streamlining how your team connects with clients, but successful adoption requires more than just enabling the integration. This guide is designed for administrators and operational leaders who are responsible for helping their teams build consistent, professional coordination habits. Inside, you'll find clear steps to communicate the purpose of TimeZest, practical tips for rolling it out by role, and strategies to reinforce usage so that booking through TimeZest becomes second nature across your service, sales, and onboarding teams.
In This Article
Why Adoption Matters
Implementing TimeZest is not just about enabling a tool. It is about transforming how your team coordinates with clients. When teams consistently use TimeZest, you will:
Save time that would otherwise be spent chasing down client availability.
Improve the professionalism of your team’s initial interactions.
Accelerate ticket resolution and client onboarding.
Deliver a more seamless and modern client experience.
Step 1: Set the Stage with Clear Internal Communication
Why It Matters
For any tool to be successfully adopted, teams need more than just access—they need clarity, context, and direction. Clear communication removes hesitation and ensures alignment across teams.
How to Communicate the Rollout
Use a simple, structured approach to make the rollout message effective:
Explain the purpose of adopting TimeZest.
Clarify the expectations for usage (who, when, and how).
Offer support resources up front to reduce uncertainty.
Reinforce that this is a long-term change, not a short-term test.
Example Message (customizable):
Subject: New Client Meeting Process with TimeZest
Hello Team,
As part of our ongoing effort to improve the way we serve our clients and streamline internal operations, we are rolling out TimeZest as our new standard for booking meetings.
TimeZest helps eliminate the back-and-forth of scheduling, reduces no-shows, and provides a more professional, predictable experience for our clients. It integrates directly with our PSA and Outlook calendars, so setting up meetings should now take seconds instead of multiple emails or phone calls.
Here’s what this means for you:
All client-facing meetings—support calls, onboarding sessions, sales demos—should now be booked using TimeZest.
Service desk technicians can send scheduling links directly from their tickets.
Sales and onboarding teams should use Personal or Team Pages to coordinate meetings.
TimeZest automatically checks your Outlook & PSA calendar and only shows available times.
We’ve also identified TimeZest Champions who are available to help with setup, questions, and tips:
[Champion Name, Department]
[Champion Name, Department]
Here are some quick resources to support you. These articles come from the TimeZest Help Center:
Flexible Meeting Booking for Sales and Strategy Teams
Thank you for helping us deliver a smoother, more efficient experience for our clients.
[Your Name]
[Your Role or Title]
Step 2: Nominate TimeZest Champions
Choose one or two team members from each department to act as early adopters and internal advocates. Champions will:
Test workflows in real-world scenarios.
Provide peer-level support and encouragement.
Share practical tips and surface common questions.
Recognize their efforts publicly to build momentum and trust in the process.
Step 3: Provide Role-Based Guidance
Different teams will use TimeZest in different ways. Support adoption by offering role-specific guidance and quick-start resources.
For Service Desk Technicians
How to send a scheduling link from a PSA ticket.
Choosing the right appointment type.
What clients will experience when booking.
Helpful links:
For Sales and Account Managers
How to use Personal and Team Pages
Embedding links in email signatures and CRM templates.
Working outside the PSA when needed.
Helpful links:
For Onboarding and Project Teams
Using appointment templates for kickoff calls.
Coordinating availability across multiple roles.
Managing handoffs between departments.
Helpful links:
Step 4: Reinforce and Optimize
Keep adoption top of mind with regular follow-ups:
Weekly Reminders: Include usage prompts in team huddles.
Track Usage: Use the TimeZest dashboard to review activity trends.
Download the CSV to monitor team-level adoption.
Celebrate Wins: Highlight top users, share positive client feedback, and connect usage to improved outcomes.
What Success Looks Like
When TimeZest is fully adopted, it becomes a natural part of your team’s workflow, and the results are both visible and measurable. Here are the key indicators that your rollout is succeeding:
Most or all client meetings are scheduled using TimeZest, across service, sales, and onboarding teams.
Manual back-and-forth coordination is minimized, freeing up team time and reducing delays.
Clients show up prepared and on time, thanks to automated confirmations and reminders.
Time-to-schedule is significantly reduced, allowing work to move forward faster.
Measurable Success Benchmarks
You can track these indicators in the TimeZest dashboard and CSV export:
Completion Rates: Look for appointment completion rates of 65% or higher. This shows that clients are engaging with booking links and following through.
Per Member Usage: Successful teams typically see 10 or more scheduling requests per user per week, indicating consistent usage across the team.
Appointment Volume: A steady increase in total appointments booked shows adoption is growing and replacing manual processes.
Tip: Download the CSV export to analyze usage by team member and identify coaching opportunities or areas where reinforcement is needed.
If you have any questions, please feel free to reach out by clicking on the chatbox to the right or at [email protected].