01
Calendar event
Creates the event at the requested date and time, generates a Google Meet link, and adds the prospect as a guest.
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Expanded case study · Operational Automation
Automated Discovery Call System
A form submission becomes a fully briefed call in under a minute, with no manual steps in between.
01 / The Problem
Repeated admin made every call less consistent.
Running discovery calls meant doing the same admin work before every single one. A prospect fills out a booking form. Someone has to read it, create a calendar event, generate a Google Meet link, write up a prep doc with the prospect's details, send a confirmation email, and log everything to a tracker.
Each call took 10 to 15 minutes of setup before the conversation even started. At low volume that is manageable. At five or more calls a week, it becomes a second job. Miss one step and you walk into a call unprepared, or worse, the prospect never gets a confirmation and assumes it did not go through.
The real cost is not the time. It is the inconsistency. Some calls get full prep. Some get a quick glance at the form submission. The experience the prospect gets depends on how busy the operator was that morning.
02 / The Approach
One submission, six automatic actions.
I designed and built an end-to-end pipeline that takes a single form submission and handles every downstream step automatically. The system runs on Google Workspace with no external tools, no paid integrations, and no maintenance beyond the Google Sheet it logs to.
02
Private prep document
Builds a private Google Doc from a template with the prospect's details, selected services, and written challenge.
03
Welcome email
Sends a personalized confirmation with meeting details, the Meet link, and context about what to expect.
04
Tracker logging
Records the prospect details, event ID, prep document, Meet link, and timestamp in one booking tracker.
05
Scheduled trigger
Checks for new submissions every five minutes, with no manual launch required.
06
Error handling
Logs failures and continues processing, so one bad submission does not stop the bookings that follow.
03 / Results
A reliable handoff from booking to conversation.
- ✓Zero manual steps between form submission and a fully briefed call
- ✓Every prospect receives the same professional confirmation experience
- ✓The operator arrives at every call with a populated private prep document
- ✓A full audit trail is retained in the booking tracker with no data entry
Technologies Used
- Google Apps Script
- Google Sheets
- Google Calendar
- Google Docs
- Gmail
- Google Meet
Key Takeaway
This system removes the entire admin layer between “prospect books a call” and “operator is briefed and ready.” It runs on tools the business already pays for, requires no new software, and scales without adding headcount. The operator's job becomes showing up prepared and having the conversation, not chasing calendar invites and copying form data into documents.
For Prospects
This system is live on this site right now.
When you book a discovery call through this site, you are using it. The calendar event, confirmation email, and private prep document I review before our call are generated automatically from your submission.
If your business runs on consultations, intake calls, or scheduled client meetings and you still do the admin by hand, this is the kind of system I build.