You didn’t hire your Account Managers to be secretaries. You hired them to retain clients, upsell services, and maintain the strategic relationships that keep your MSP profitable.
Yet, if you audit their week, how many hours are burnt on scheduling ping-pong? You know the drill: finding a slot for a Quarterly Business Review (QBR), emailing the client, waiting for a reply, realizing the slot is gone, emailing again.
It’s herding cats. And it’s killing your efficiency.
Many MSPs try to solve this with tools like Microsoft Bookings or Calendly. It makes sense on paper,
Bookings is “free” with your 365 licenses, right? But in business, free tools rarely cut it, and using the wrong tool can cost you.
The “Recurring Meeting” Trap
The most common “free” fix MSPs attempt is the Recurring Outlook Invite. You set a meeting for “Every 3rd Tuesday at 2 PM” and hope for the best.
But we know the reality of your clients’ businesses. That 2 PM slot works in Q1, but by Q2, they have a conflict. Now your Account Manager is back to square one: emailing, rescheduling, and playing Tetris with their calendar.
Static recurring meetings are rigid. Your clients’ lives are dynamic. When the tool can’t bend, your team breaks.
The Proactive Solution: Let the PSA Do the Work
TimeZest takes a different approach. We don’t just provide a booking link; we provide a trigger deeply integrated into your PSA (Autotask, ConnectWise, or HaloPSA).
We believe the process should be proactive. Instead of a rigid appointment that constantly needs moving, TimeZest sends a fresh, automated invitation for every cycle, ensuring the client picks a time that works now.
Let’s look at a real-world scenario that generic tools simply cannot handle: The Automated QBR.
The Autotask QBR Workflow
Imagine a world where your Account Managers don’t even have to send the invite. Here is how you can execute this inside Autotask right now:
- The Setup: Create a Recurring Ticket Template in Autotask for a client’s QBR. Yes, this takes a little bit of front-loaded configuration, but if you want to provide your AMs with a genuine competitive edge, this is it.
- The Trigger: When the date arrives (e.g., 30 days before the quarter ends), Autotask generates the ticket automatically in advance.
- The Magic: This Autotask Workflow Rule detects the new ticket and instantly fires the templated email off, complete with your custom TimeZest scheduling link.
Zero human intervention required. The ticket was created, the client was invited, and the meeting was booked, all while your Account Manager was busy focusing on revenue-generating activities.
Want to see exactly how to build this workflow? Check out our step-by-step guide: Scheduling QBRs using TimeZest and Datto Autotask PSA, or conversely, ConnectWise PSA
The “No Ping-Pong” Promise
Because TimeZest lives inside your PSA, we eliminate the administrative ping-pong that “free” tools ignore.
- Dynamic Scheduling: Instead of locking clients into a rigid recurring slot, show that you respect their time. TimeZest opens up your team’s full availability for every cycle, empowering key stakeholders to choose a time that fits their current reality, not the schedule they set six months ago.
- “If it’s not in the PSA, it didn’t happen”: We write everything back to the ticket notes in real-time.
- Automated Ticket Momentum: Microsoft Bookings doesn’t know what a “ticket status” is. TimeZest does. We automatically advance the ticket status (e.g., from ‘New’ to ‘Scheduled’) the moment a client books, keeping your service board clean without manual clicks.
Stop Herding. Start Automating.
Most out-of-the-box scheduling tools are fine for a hair salon or a solo consultant. But you’re running a complex technical operation. You don’t need a calendar link; you need a workflow engine that understands your business.
Stop wasting high-value talent on low-value logistics. Stop herding cats. Let TimeZest handle the ping-pong, so your team can handle the business.
