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Client Meeting Scheduling SOP

Overview​

  • What: Book a client status or check-in meeting on the client's Symphony Core sub-account using a shared booking calendar.
  • When: Whenever the Client Cadence SOP calls for scheduling the next decision or execution call, or any time an ad-hoc client meeting needs to be put on the calendar.
  • Who: Account Manager (the operator who owns the client relationship).
  • Time Required: ~5 minutes.

Prerequisites​

  • Login to app.symphonycore.com with access to the client's sub-account and the Calendars permission.
  • The client primary contact's name and email.
  • The meeting type already decided (decision call vs. execution call) per the Client Cadence SOP — this SOP covers the mechanics of booking, not whether/when to meet.
  • The target calendar identified: SC Client Status Calls, in the Client Meetings group (30 min, Round robin, Active). This is the preferred calendar for routine client status calls.

Procedure​

  1. Log in and select the sub-account. Sign in to app.symphonycore.com and switch into the correct client sub-account.
  2. Open the calendar. Go to Calendars → Meetings → Calendars tab. In the Groups panel, select Client Meetings, then confirm SC Client Status Calls is the calendar you'll use. Use this calendar by default for status calls unless the client's engagement calls for a different one (e.g., Account Onboarding for a kickoff).
  3. Book the meeting. Choose one path:
    • Self-schedule: copy the calendar's booking link and send it to the client contact to pick a slot, or
    • Book on their behalf: from the calendar view, select an open time slot and create the appointment directly.
  4. Enter the meeting details. Add the client contact (name + email), confirm the duration (30 min default) and the correct time zone. Round robin assigns the SC host automatically.
  5. Add additional guests. SC Client Status Calls has Add guests (Name and email) enabled (calendar setting under Form & confirmation → Guests), so you can add extra client stakeholders or SC team members to the appointment — including after it has been scheduled. To add a guest, open the appointment and enter each guest's name and email in the Guests field.
  6. Confirm delivery. Verify the conferencing link (Google Meet) is attached to the invite and that the client received the booking confirmation. See SC Meeting Software Configuration for the Google Meet + Fireflies stack.
  7. Record it. Note the scheduled call where cadence tracking lives — e.g., the next decision call on the client roadmap — per the Client Cadence SOP.

Verification​

  • The appointment appears on SC Client Status Calls at the agreed time.
  • The client contact received a booking confirmation.
  • Any additional guests added are listed on the appointment.
  • A conferencing (Google Meet) link is present on the invite.