About Meeting Calendars
The meeting calendar is an optional add on to LeadDesk which enables you to book meetings. The Meeting calendar assumes these meetings would be with sales people in your organisation meeting with potential clients. The language is about sales people throughout, but the calendar can be used for booking other types of meetings.
Your admin configures your calendar projects, associating them with particular sales people, and you book meetings for them with contacts during your calls.
Booking a meeting
In the outbound agent interface, while working on a project which is associated with a calendar project:
- Call a contact.
- With the contact card dialog open, click the Calendar tab in the top left of the dialog.
At the top of the Calendar tab, you will see:
- Calendar project name – your admin associates a calendar project with the outbound project.
- Calendar project duration – this shows a date range for which this calendar project is valid. This is specified by the admin who created the calendar project, but you can book appointments outside the range.
- Sales person – Click this drop-down list to select which calendar to view, either an individual sales person's calendar, or a a summary of all sales people associated with this calendar project.
Below this, you will either immediately see a calendar view, or Add meeting and List meetings buttons. To see the full calendar view:
- Click the today button.
- Click the Sales person drop-down list and select the sales person whose calendar you want to see.
You can navigate through the calendar:
- Click the arrow buttons
to move backwards or forwards through the calendar.
- Click the today button to move move to a view that includes today's date.
- Click the calendar icon
to choose a date to view.
- Click the month or week buttons to switch the view between a month or a week at a time.
Remember that if you have selected an individual in the Sales person drop-down list, you will only see appointments for that person.
NOTE: Meetings only appear in a sales person's calendar after they have been accepted by one of the participants.
Add a new meeting
To add a new meeting for the current contact:
- Click a timeslot the create a meeting with the default duration, or click and drag to highlight a duration in the calendar.
The New Meeting dialog will open:
- Type a Meeting title. This will be the subject line of the invitation email and the appointment in the calendar. There will be a default name set for the calendar project.
- Type a Location. This will show in the calendar booking.
- Check the Starts and Ends time are correct, update if required.
- If necessary, click the Organizer drop-down list to select the correct sales person. You will see a note next to the drop-down showing if the selected sales person is available at that time, or busy. If the sale person is busy, it may be possible to book the new appointment anyway, depending on the settings for the calendar project.
- The Attendee emails shows the current contact's email address. You can manually add further attendees by typing further email addresses, separated by a comma. If you want to monitor which attendees accept and reject the meeting, you may want to add your own email address here, even if you are not attending the meeting.
- The Link to this meeting will be created once the meeting is saved.
- The Description will include the details from the contact and the other details you have added. However, this is a free text field, so you can add to or edit the description as needed.
- If you have information you want to send to the sales person, but not the contact, click the Add custom information field link. Each time you click this link you will get to add a new field name and its contents.
The Send email to will list all attendees and the sales person.
- Click the Add and send button to add the appointment to the calendar and send invitations. If you want to add the appointment without sending invites, click the Add button.
- Conclude the call as normal, including selecting an outcome.