How 1up.ai reduced missed meetings by 50% with Calendly

As an AI-powered knowledge automation platform, 1up.ai struggled with high no-show rates and coordinating meeting availability as inbound demo and support requests flooded their team. With 95% of revenue coming from inbound signups, missed meetings and scheduling delays cost them valuable opportunities. By automating scheduling with Calendly, 1up.ai eliminated scheduling friction and enabled customers around the globe to book meetings at convenient times. The results: 50% fewer missed meetings, more demos booked, higher attendance rates, and improved sales efficiency.

The challenge

High no-show rates were costing sales opportunities

With 95% of revenue coming from inbound signups, 1up.ai thrives on high-volume inbound sales. 1up.ai is an AI-powered knowledge automation platform that helps sales teams answer questions faster by tapping into company data in real time. Whether it’s RFPs, security questionnaires, or inbound client inquiries, 1up.ai enables revenue teams to move more efficiently through the sales cycle. The company’s sales and support teams were overwhelmed with demo requests, trial signups, and customer inquiries.

The biggest challenge was scheduling inefficiency. Without an automated system, team members struggled to coordinate availability, especially with international leads across different time zones. 

The company needed a solution that could handle large-scale scheduling while eliminating friction for both prospects and internal teams.

The solution

Automating scheduling to reduce no-shows and acquire more customers

1up.ai turned to Calendly’s scheduling automation to improve its inbound sales and support processes. Within days of setting it up, the team noticed a dramatic difference.

Instead of coordinating via email, prospects could now book directly from 1up.ai’s website using dedicated Calendly links for different use cases — demos, trials, or support. These links were embedded throughout the customer journey — from marketing emails to the product UI — so leads could schedule time the moment they were ready.

To support international prospects, 1up.ai implemented Round Robin scheduling with time-zone-based routing, ensuring leads were automatically paired with the first available team member based on location and availability. This removed friction for global buyers and led to a 40% increase in international bookings.

The team also connected Calendly to their CRM through the HubSpot integration, which triggered automated workflows. As soon as a meeting was booked, prospects received custom confirmation emails and calendar invites, followed by pre-configured reminder emails that resulted in a 28% increase in demo attendance rates.

Internally, Calendly became a critical tool for team collaboration. Sales, marketing, and support teams used team scheduling pages and pre-built event templates to book meetings quickly, eliminating scheduling bottlenecks and ensuring that no one had to waste time finding a time that worked for everyone.

The results

More sales and better customer experience

By replacing manual scheduling with Calendly, 1up.ai’s sales and success teams saw immediate improvements — not only in productivity, but in how prospects and customers experienced the brand.

Missed meetings dropped by 50%, preventing wasted time and lost revenue opportunities, while demo booking velocity doubled, allowing the team to schedule sales calls faster and move deals forward with less delay. Global customers booked 40% more meetings thanks to time-zone-friendly scheduling, which eliminated the frustration of trying to coordinate across geographies.

Support response times also improved by 50%, with customers now booking directly from 1up.ai’s platform — no emails required. This meant they could get the help they needed faster, without waiting for someone to confirm a time.

With smoother scheduling, fewer missed meetings, and automated follow-ups, 1up.ai’s sales and support teams are more productive — and their customers benefit from a faster, more responsive experience.