Let’s be honest, changing how you work, even for the better, can feel like a disruption at first. This guide is here to reduce that friction. Whether you’re resolving support tickets, coordinating onboarding calls, or meeting with clients, TimeZest is designed to simplify how you connect with others. No more email ping-pong, calendar juggling, or waiting days for a client to reply.
We’ll walk you through how to use TimeZest in a way that fits naturally into your day-to-day work, so you can spend less time coordinating and more time doing what you do best.
In This Article
Why Workflow Integration Matters
TimeZest saves the most time and creates the most value when it becomes part of how you work, not something extra you have to remember. That means:
Sending booking links becomes second nature
Clients receive a consistent, professional experience
You spend less time coordinating and more time solving
Handoffs between teams happen without dropped balls
Whether you're on the service desk, in sales, or managing client onboarding, TimeZest helps you move faster and communicate more clearly—without needing to reinvent your process.
Service Desk Use Cases
If you're working from within a PSA platform like ConnectWise, Autotask, or HaloPSA, TimeZest makes it easy to schedule client time directly from the ticket you're already handling, without switching tools.
Best practices for service teams:
Choose the right appointment type: Your administrator has set up a list of appointment types to match different kinds of client interactions. Select the one that best fits the situation—like “Follow-up Call” or “Remote Troubleshooting”—so the client knows exactly what to expect.
Avoid back-and-forth: TimeZest pulls real-time availability from your connected calendar and shows it to the client.
Minimize no-shows: Clients receive automated confirmations and reminders, including reschedule options if needed.
Track your activity: All scheduled appointments can be reviewed from your TimeZest dashboard.
For more information: Scheduling with TimeZest: in-ticket user training.
Sales Team Use Cases
If you’re in sales, account management, or leadership, TimeZest gives you an easy, polished way to schedule meetings without relying on a PSA ticket. Whether you’re setting up discovery calls, demos, or follow-ups, you can use TimeZest to simplify the process and make it easy for clients to book time with you.
Best practices for sales teams:
Use your Personal Page: Share your personalized scheduling link in emails, LinkedIn messages, or your email signature to let clients book directly with you.
Use Team Pages when needed: If your team shares scheduling responsibilities (e.g., multiple sales reps, account managers, or BDRs), a Team Page can round-robin bookings across the group or offer pooled availability.
Choose the right appointment type: Appointment types are pre-configured by your administrator to reflect your common meeting types, such as “Discovery Call” or “Demo Review.” Pick the one that matches your conversation to set the right tone and expectation for the client.
Eliminate delays in follow-ups: Instead of asking, “What time works for you?”, drop your TimeZest link right into your CRM follow-up templates or one-off messages.
Stay flexible with Shareable URLs: For ad-hoc or campaign-specific meetings, use a Shareable URL tied to a specific appointment type with built-in rules for duration, buffer time, or availability.
For more information:
Onboarding and Project Team Use Cases
For onboarding specialists, project managers, or implementation teams, TimeZest helps streamline scheduling during critical client transitions. From kickoff meetings to progress check-ins, TimeZest ensures the right people are meeting at the right time without bottlenecks or miscommunication.
Best practices for onboarding and project teams:
Use kickoff and handoff appointment types: Your administrator may have created standard appointment types like “Project Kickoff Call” or “Client Handoff Review.” Select the right type to signal what the meeting is for.
Coordinate across departments using Team Pages: Team Pages can show availability across the entire onboarding or delivery team, making it easier for clients to book with the next available person.
Embed links in onboarding emails or welcome kits: Include a TimeZest link in the client’s initial email or resource packet to schedule their first call quickly and confidently.
Keep projects moving: Replace scattered email chains with structured scheduling links to book milestone check-ins or internal syncs.
Reduce friction in the sales-to-service handoff: Sales reps can include TimeZest links in their final client email, giving onboarding teams a seamless way to initiate their first contact.
For more information:
Pro Tips for Daily Use
TimeZest is designed to make your day more efficient, but it works best when you build a few simple habits into your routine. These tips will help you avoid conflicts, stay organized, and create a smoother experience for both you and your clients:
Bookmark your Personal Page: Keep your scheduling link handy by saving it in your browser, email signature, email templates, or pinned messages for quick access.
Keep your calendar up to date: Get in the habit of reviewing your calendar at the start of the day and checking it periodically throughout. Block out personal appointments, PTO, lunch breaks, or admin time so TimeZest doesn’t offer slots you don’t actually want booked.
Reuse Shareable URLs: If you frequently send the same type of meeting (like onboarding calls or QBRs), use Shareable URLs tied to preset appointment types. You don’t need to generate a new link every time.
Use appointment types as cues: Select an appointment type that aligns with the conversation you're having. The name sets the expectation for your client and helps you stay focused on the right topics.
Check your CalendarHQ dashboard: A quick glance at your upcoming appointments helps you stay on top of your day without surprises.
Support Resources and Links
If you need a refresher, want to explore additional features, or are troubleshooting something specific, the TimeZest Help Center is full of practical resources.
Here are some of the most helpful articles based on the topics in this guide: