Our firm is similar size in AUM/advisors, but we have over 600 households. We have one main admin who handles schedules, but it took her some time to figure out - we used to have a master paper calendar, color coded per advisor's availability, but now use G-Reminders and have a template of max meetings/advisor/week (or day) and have split our clients by month to get the scheduling email/text from G-Reminders. We had an implementation team help us with all of this, it took maybe 6 months, but now it's pretty slick. She keeps great tabs on all clients that need to be scheduled that month with a task in redtail, so if they don't schedule with Greminders by the end of the month, she'll personally reach out to them.

@Mark Hany we don't always give a prospect the booking link - we treat prospect meetings differently and our scheduler knows they generally take priority - we keep some slots open (without them being on the template) strictly for these meetings. Same with top clients - those get manually scheduled sooner if they prefer. She's very good at making those decisions, but having clear client categories and service levels helps.

We transitioned an admin to an advisor, and brought on a brand new one - all in the last 3 years. Both transitions worked very well - neither had a book, we just needed to alleviate the owner's load as he could not service 500+ households. Both times we had the new advisor join meetings with the main advisor for 6-12 months, and slowly take over clients/tasks from the main advisor. Our advisor team meets 2-3 times /week to review upcoming client meetings, client issues that have come up, etc. It has worked very well and now both new advisors have taken over approximately 1/3 of our book and alleviated a lot of work from our main advisor. Happy to answer any questions!

we use GoTo (was Jive when we started); it's great for being out of office, can conference many people, zero issues.

We use a local candy shop to send chocolate baskets out for Christmas gifts - both local and around the country. Everyone raves about it and looks forward to it every year.