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Vanguard Growth

How Vanguard Growth got inbound leads booked in under 4 minutes, down from 18 hours

Vanguard Growth is a fast-growing B2B marketing automation platform. It gets more than 1,200 inbound demo requests a month from North America and EMEA.

Industry
B2B SaaS
Team
140 employees (28 Account Executives)
Based in
Austin, Texas & Remote
Rolled out in
3 weeks
Median lead-to-meeting time
4 minDown from 18+ hours, across 1,200 inbound demo requests a month
  • +38 ptsDemo completion rateSince launch to date, compared with the scheduling links they used to send by email
  • 4 minLead response timeFrom the form being sent to a booked calendar invite
  • 0%Cherry-picked leadsEvery lead assigned by the round robin, not picked by hand
01

The scheduling problem at Vanguard Growth

Prospects who asked for a demo had to wait a long time. SDRs sorted every request by hand, so it took 18 hours on average to go from form submission to a confirmed meeting. In that gap, interested buyers often looked at competitors or stopped replying.

  • The 18-hour average wait meant an estimated 32% of buyers dropped off
  • Meetings were shared unevenly across AE teams because people assigned them by hand
  • Frequent double bookings, because their old tool synced Google Calendar too slowly
Compared against: Q1-Q2 2026, when SDRs booked every demo by hand
02

What Vanguard Growth set up in Caletus

Vanguard put Caletus round robin scheduling straight into the demo confirmation pop-up on its website, and sent every booking to its CRM with Caletus webhooks.

  • Round robin event for the AE team
  • Custom weights per rep
  • Booking webhooks sent to their CRM
  • Booking page embedded as a pop-up on the demo page
Rollout
  1. Week 1
  2. Week 2
  3. Week 3 · live
In three weeks, Vanguard's revenue operations team set up the AE round robin and a weight for each rep. From then on, every inbound prospect saw open times straight away, and reps who were busy or off were skipped.
03

The results at Vanguard Growth

Since launch, the share of booked discovery calls that took place rose from 51% to 89%, and Vanguard saved about 40 hours of admin time per SDR team each month.

  • Time from lead to booked meetingHow: Salesforce task timestamp compared with Caletus's booking-created webhookDown from 18.2 hours to 3.8 minutes (median)
  • Inbound discovery calls that took placeHow: Demo conversions in Google Analytics 4 compared with meetings held in SalesforceUp from 51% to 89% across 6,400 bookings
  • How evenly meetings were sharedHow: Internal RevOps review of how meetings were shared each monthThe gap between the busiest and least busy AE fell from ±42% to under ±4%
Before Caletus, our inbound demo requests sat in a queue for hours before SDRs manually reached out to schedule. By putting weighted round-robin scheduling right on our website confirmation page, buyers book instantly, when they're most interested.
Rachel SterlingRachel SterlingVP of Revenue Operations, Vanguard Growth
If you remember three things

What other teams can learn from Vanguard Growth

  1. Letting buyers book on the demo page itself catches them while they're most interested, so far fewer drop out before a meeting.
  2. Fair-share round robin keeps sales reps from burning out and stops anyone cherry-picking the best leads.
  3. Sending each booking to the CRM automatically saves reps the manual admin after every call.

The Caletus features Vanguard Growth used

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