Internal Comms & Meetings

How to schedule meetings across timezones as Small Investor Relations Teams

Internal Comms & MeetingsFor Small Investor Relations Teams3 apps12 steps~24 min to set up

A 2-person IR team coordinates LP calls across New York, London, Zurich, and Singapore — and no one has an EA. You're threading timezone math through email, forwarding Calendly links that don't reflect your actual availability because you manually block time for earnings prep and quarter-end reporting, and spending 20 minutes per LP just confirming a 45-minute call. DocSend access requests land at 11pm your time because your Swiss LP just started their day. Your Google Calendar is the closest thing you have to an operations system, and it's a mess of manual holds, double-bookings during close periods, and meetings that should have been 15 minutes but got scheduled as 60.

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Internal Comms & MeetingsFor Small Investor Relations Teams3 apps12 steps~24 min to set up

Outcome

What you'll set up

A public booking page synced to your live Google Calendar that shows real LP-facing availability only — blocking out close weeks, earnings blackouts, and internal IR prep time automatically

A post-call workflow that captures meeting notes, extracts LP commitments and follow-up asks, and logs them to your investor CRM without you typing anything

An automated email layer that drafts LP meeting confirmations, pre-call data summaries, and follow-up reminders — so your inbox isn't the scheduling system

The Starch recipe

Apps, data, and prompts

The combination of Starch apps, the data sources they pull from, and the prompts you use to drive them.

Apps used

Scheduling Meeting Notes Email Agent

Data sources & config

Starch connects directly to Google Calendar via scheduled sync to power real-time availability and booking. Calendly is connected as a scheduling data source via scheduled sync. Gmail is connected via scheduled sync so the Email Agent can read LP threads and send confirmations. Outlook users can substitute Outlook, which Starch also syncs on a schedule. Meeting platforms (Zoom, Google Meet) are connected from Starch's integration catalog — the agent queries them live to attach video links to booked events.

Prompts to copy

Build me a booking page for LP introductory calls (30 min) and quarterly update calls (45 min). Pull my availability from Google Calendar. Block any week where my calendar has an event tagged 'close' or 'quarter-end'. Add 15 minutes of buffer after every call. Show times in the visitor's local timezone. Send a confirmation email when a call is booked.

After each investor call, transcribe the conversation, write a 3-sentence summary of what was discussed, extract any LP asks or follow-up commitments, and save the full transcript to my meeting archive tagged by LP name and date.

When an LP emails asking about available times, draft a reply with my scheduling link and a note about my next available window. If the same LP hasn't heard from me in 30 days, flag that thread for a follow-up.

Run these in Starch → or paste them into your favorite agent

Walkthrough

Step-by-step

1 Connect your Google Calendar to Starch (scheduled sync). Starch reads 12 months back and 3 months ahead, including all-day events you've created as close-period blocks.

2 Open the Scheduling app from the App Store and tell Starch: 'Create two meeting types — 30-min LP intro and 45-min quarterly update. Pull availability from Google Calendar. Block any week containing a calendar event with 'close' or 'Q-end' in the title.'

3 Add buffer rules: 15 minutes after every call, no meetings before 9am or after 6pm in your local timezone, and a hard cap of 4 investor calls per day during reporting season.

4 Connect Zoom or Google Meet from Starch's integration catalog so every booking automatically generates and attaches a video link to the calendar invite — no manual step required.

5 Share your booking links — one for each meeting type — in your LP email signature and in DocSend/Intralinks welcome emails. LPs pick a slot; Starch creates the event on both calendars instantly.

6 Install the Meeting Notes app. Before your first LP call, tell Starch: 'After each meeting tagged with an LP name, generate a summary, list any follow-up asks, and archive to my meeting history. Tag by LP firm and call type.'

7 Install the Email Agent. Tell Starch: 'When an LP emails asking about my availability, draft a reply with my scheduling link and my next open week. Summarize threads longer than 10 messages before I open them.'

8 Set a follow-up automation: 'If an LP I've had a call with hasn't replied to my last email in 21 days, surface that thread and draft a short check-in note for my review.'

9 At the start of each quarter-end close period, update your calendar block — Starch picks it up on the next sync and automatically removes those weeks from your visible booking availability without you touching the scheduling app.

10 After each call, Starch logs the meeting notes, tags them to the LP name, and surfaces any open action items the next morning as a digest — so nothing from a 7am Singapore call gets lost by the time you're at your desk.

11 Review your LP meeting history monthly: Starch surfaces which investors you haven't spoken to in 90+ days and drafts outreach emails for each, pulling in their firm name and your last discussion topic from the meeting archive.

12 When a new LP comes through the funnel, send them the 30-min intro booking link directly — no email back-and-forth, no timezone calculation, no manual calendar invite.

See this running on Starch

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Worked example

Q1 2026 LP Quarterly Update Cycle — March Close

Sample numbers from a real run

LP calls scheduled (12 LPs across 4 timezones)	12
Scheduling emails eliminated (avg 4 per LP)	48
Minutes saved per call on follow-up notes	20
Open LP follow-up items surfaced automatically	7
Hours saved across the cycle	19

In March 2026, your team needs to run 12 quarterly update calls with LPs split across New York, London, Zurich, and Singapore — compressed into a 3-week window because weeks 4 and 5 of the month are blocked for close. You set a calendar event titled 'Q1 Close — No External Meetings' covering March 24–31. Starch picks that up on the next sync and removes those dates from your booking page automatically. You send 12 LPs your 45-min update-call link. All 12 book without a single scheduling email. Post-call, Meeting Notes transcribes each conversation, writes a 3-sentence summary, and flags 7 follow-up asks across the LP cohort — including one from your Zurich LP who wants a revised commitment pacing schedule and one from your Singapore LP who asked about the J-curve on Fund II. The Email Agent drafts a follow-up email to each LP referencing their specific ask. The 48 scheduling emails that would have been sent never get written. The 20 minutes of post-call note-taking per call — 240 minutes total — drops to a review and send.

Measurement

How you'll know it's working

Time-to-scheduled per LP (target: under 2 hours from outreach to confirmed slot)

LP touchpoint frequency — number of calls or substantive emails per LP per quarter

Open follow-up items per LP (tracked from meeting notes, cleared within 5 business days)

Scheduling emails per LP per quarter (target: zero with booking link adoption)

Days since last contact per LP (surfaced monthly, flag anyone over 90 days)

Comparison

What this replaces

The other ways teams handle this today, and how the Starch version compares.

Calendly standalone

Handles the booking page well but doesn't connect to your meeting notes, email follow-ups, or LP CRM — you still stitch those together manually after every call.

Juniper Square / Addepar IR suite

Built for fund administration and LP portal access, not for scheduling coordination or post-call workflows — and costs $50k+ per year with an assumed IR-ops analyst to run it.

Manual Google Calendar + email

Zero cost, full control, but consumes 45–60 minutes per LP per quarter cycle on logistics that add no value to the LP relationship.

Notion + Calendly + Otter.ai

Three separate tools with no shared data layer — meeting notes don't flow to your CRM, your booking page doesn't know about close blackouts, and you're doing the integration yourself every time.

On Starch RECOMMENDED

One platform — scheduling, meeting notes, email agent all running on connected data. Setup in plain English; numbers stay current via scheduled syncs and live agent queries.

Try it on Starch →

FAQ

Frequently asked questions

Does Starch work with Outlook, or only Gmail and Google Calendar?

Both. Starch syncs Outlook messages, events, calendars, and contacts on a schedule — same depth as Gmail and Google Calendar. If your fund runs on Microsoft 365, the scheduling and email workflows described here work identically on the Outlook side.

Can I block availability for specific date ranges — like quarter-end close or earnings blackout periods?

Yes. Create a calendar event in Google Calendar or Outlook for the blocked period, and Starch picks it up on the next scheduled sync. Those dates drop out of your booking page automatically. You don't need to touch the scheduling app settings every quarter.

What happens if an LP tries to book during a blocked period before the sync runs?

Starch syncs your calendar on a schedule, so there's a short lag between when you add a block and when the booking page reflects it. For critical blackouts, add the calendar block a day before the period begins to be safe. This is an honest tradeoff of scheduled sync versus live query — it's not real-time to the second.

Can Starch pull my meeting notes into my investor CRM automatically?

Yes, if you've built a CRM surface in Starch. You can tell Starch: 'After each LP call, extract follow-up items and add them as notes to the matching contact record in my investor CRM app.' If you're using HubSpot, Starch connects directly to it — the agent queries it live when your app runs. If you're using a niche LP portal like Juniper Square or Intralinks, Starch can automate interactions with it through your browser — no API needed.

Is Starch SOC 2 certified? LP conversations are confidential.

Starch is not SOC 2 Type II certified today. That's worth knowing if your fund has data-handling requirements that mandate SOC 2 vendors. It's on the roadmap. For teams where that's a blocker, the honest answer is to evaluate accordingly.

We use Calendly already. What does Starch add?

Starch syncs your Calendly data on a schedule, so your booking history flows into the same system as your meeting notes, LP contact records, and follow-up emails. The gap Calendly alone doesn't close is what happens after the meeting is booked: the notes, the action items, the follow-up draft, the 90-day LP contact tracker. Starch connects those pieces so you're not manually threading Calendly exports into Notion and drafting follow-ups by hand.

Can Starch handle meetings across many timezones without showing confusing availability to LPs?

Yes. The Scheduling app displays available slots in the visitor's local timezone automatically. Your availability rules stay in your timezone; what the LP sees adjusts to theirs. No manual timezone math required on either side.