This case study outlines how RepMeUp supported PreVu Software by improving high volume cold calling, strengthening demo scheduling workflows, and maintaining pipeline accuracy for a specialized dental SaaS product. Through structured outreach, disciplined follow up, and multi channel communication, RepMeUp delivered quantifiable improvements including 800 to 1000 dental practices contacted, consistent weekly demo bookings, higher attendance through confirmation workflows, and improved documentation across Zoho CRM, Google Sheets and Acuity Scheduling. These improvements strengthened PreVu’s demo funnel and supported long term adoption of its smile simulation software.
Challenge
PreVu Software needed an efficient process for promoting its national Continuing Education event while simultaneously building momentum for its smile simulation platform. Dental practices often rely on gatekeepers who filter calls, making outreach difficult. Schedules change frequently in dental offices, creating challenges around maintaining demo attendance. Without structured follow up and accurate CRM documentation, the demo pipeline became inconsistent. These gaps slowed downstream conversions and created operational pressure for leadership.
Decision makers were often unavailable or protected by strict gatekeeping layers.
Unreliable scheduling and no show patterns reduced demo effectiveness and momentum.
Scattered call notes made CRM accuracy difficult to maintain across platforms.
CE registration required multiple follow ups to secure commitments from offices.
These challenges made it difficult for PreVu to sustain a predictable outreach rhythm. Dental staff changed schedules frequently, voicemail responses were limited, and demos required multiple touchpoints to maintain attendance. The client needed support that combined persistence, accuracy and structured communication.
Solution
RepMeUp provided a dedicated specialist skilled in cold calling, demo scheduling and support coordination. The workflow centered on multi channel outreach, clear communication, and daily pipeline updates. Using Zoho CRM, GoTo Dialer, Outlook, Google Sheets and Acuity Scheduling, RepMeUp built a consistent system for contacting offices, securing confirmations, managing reschedules and maintaining accurate demo records.
Contacted 800 to 1000 offices using structured calling, voicemail and SMS workflows.
Booked recurring demos from cold and warm lists while documenting all activity.
Completed confirmations and no show follow ups to stabilize demo participation.
Updated Zoho CRM entries daily to maintain full data accuracy and visibility.
This provided PreVu with a steady flow of qualified demos and reliable insight into daily pipeline movement. Outreach became more organized, event registrations increased, and demo attendance stabilized. Offices received timely communication, and the owner gained clearer forecasting through daily documentation and structured scheduling.
Results
RepMeUp’s structured outreach and coordinated support efforts generated measurable improvements across PreVu’s demo pipeline. The combination of persistent calling, organized scheduling workflows, and accurate documentation created a more stable funnel that consistently moved dental practices from initial contact to confirmed demo participation. These changes improved operational clarity, strengthened engagement, and reduced the gaps that previously slowed conversion.
Cold and warm outreach produced steady weekly demo bookings for active practices.
Confirmation calls and follow ups reduced no shows and reschedules noticeably.
Zoho and Google Sheets tracking improved clarity in pipeline status reporting.
Inbound calls, scheduling changes and admin tasks were managed consistently.
These results helped PreVu maintain momentum beyond the CE event and continue driving interest in the smile simulation platform. The specialist supported key communication gaps, managed daily interaction totals and ensured that every inquiry or request was documented. As a result, leadership could focus on product delivery while maintaining a stable, predictable funnel for demo conversion.
Conclusion
This case study demonstrates how structured communication, disciplined outreach and detailed documentation can improve operational performance in dental software environments. RepMeUp strengthened PreVu’s demo scheduling system, stabilized its event registration process and provided clear visibility into daily pipeline movement. By combining consistent follow up with accurate CRM updates, the specialist helped PreVu achieve stronger engagement from dental practices and maintain a predictable demo workflow. These operational improvements provide long term value as the company continues to expand adoption of its smile simulation platform.
Organizations seeking consistent outreach, accurate pipeline tracking and structured multi channel communication can rely on RepMeUp to support cold calling, scheduling workflows and operational coordination. RepMeUp delivers measurable improvements that help teams maintain clarity, strengthen engagement and scale conversion focused activities effectively. Book a Consultation Today!
Connect with RepMeUp for tailored outsourcing solutions, remote staffing inquiries, or business operations support.