SalesLoft’s Meetings brings your calendar into your outbound communication. With meetings, you can send out your own or even your teammates’ meeting link. Then the people you interact with can view available meeting times and schedule time on your calendar for calls, demos, or to finalize deals.
While the people you contact have the flexibility to set a time that works best for them, you manage the available time slots they chose from.
Things to Note: Meetings only operate with Gmail, Outlook 365, and Outlook Exchange email clients. SMTP connected emails or SalesLoft Mail do not comply with Meetings.
In this article, you will learn how to manage and share meeting invites through SalesLoft, including:
- Set Up Your Calendar
- Meeting Availability
- Your Meeting Link
- Insert Calendar Links into Your Emails
- Add Calendar Links with a Dynamic Tag
- Book a Meeting
Before you begin booking meetings between you and your prospects, you need to set up your calendar. Setting up and managing your calendar will all take place in the Calendar tab located in your personal settings.
From the Calendar tab, you may set the following:
- Which calendar to connect to SalesLoft
- Default meeting location: A meeting room or office area you reserve for all of your meetings.
- Meeting length: Duration of the meeting. Meetings can be set in the following increments:
- 15 minutes
- 30 minutes
- 45 minutes
- 60 minutes.
- Meeting descriptions: The description briefly explains the purpose of the meeting. One best practice tip, include meeting link or contact information in your description.
- Availability time slots
To set up your calendar, follow these instructions below:
- Navigate to your personal settings by clicking your name in the upper right corner and selecting Settings.
- Click Calendar under Personal Settings.
- If this is your first time accessing the calendar, you will see a “We can’t find your calendar” message. Click Setup Calendar.
- Select Your Calendar from the drop-down menu.
- Pick your time zone. Your time zone will default to the time zone set in your Profile.
- Enter a default location, if applicable.
- Set your default meeting length.
- Enter a meeting description.
- Define your Availability.
- Click Save Calendar Settings.
There's a possibility that your schedule could get a bit hectic if you send an open calendar link to prospects. People can book meeting times at any hour of the day, or back-to-back, leaving you to manage a chaotic calendar.
Meeting's availability feature keeps you in control of your calendar. You set the times when people can book meetings, plus use additional settings like limits and buffers for time management.
Let's take a look at the different availability settings.
In an ideal situation a prospect would accept a calendar invite right after they receive it. In reality, however, people sometimes wait to schedule a meeting months in the future, or they dig up a meeting invite and randomly place time on your calendar.
The availability limit determines the amount of time a prospect has to use a meeting link and book a meeting. You have two time period options when setting your availability limit:
- Indefinitely: Prospects may set meetings soon or months in advanced.
- Over a rolling period of "x" days: Sets the amount of time from the day the email is sent that meetings can be booked. The "x" is the number of days ranging from 1 to 90 days.
Back-to-back calendar blocks leave little time to prepare for your meetings (or step away from your desk).
Set a meeting buffer by selecting the check box to block off 15-minute gaps in between meetings.
Minimum Schedule Notice
Meetings that are booked at the last minute could have you scrambling to prepare for a call, which could result in a poor sales experience for your prospect.
To prevent last minute meetings from being scheduled in the first place, set a minimum schedule notice. This notice states how many hours prior to the meeting the time needs to be booked.
In Office Hours
Your "in office" hours set the times when prospects can put time on your calendar. Simply put, you can set your availability strictly during your working hours.
Follow these steps to set your in office hours:
- From your Personal Settings, go to the Calendar tab.
- Scroll to the In Office Hours section.
- Select the check box next to the days you would like meetings to occur.
- Enter the blocks of time for meetings.
- Click Save Calendar Settings.
Your Meeting Link is the web link that you can send to any prospect in order for them to book time on your calendar. The link is listed smack dab in the middle of the Calendar tab in your personal settings. From this tab, you may edit and copy the link to add it to one off messages, descriptions, and even social posts (if you're really ambitious).
Since the Meeting link will be visible to anyone you are booking time with, you can edit the link if you would like. By default, the link will contain your SalesLoft team name, your first, and last name. Select Edit Meeting Link to change the end of the URL. Once to link has been updated, click Set Meeting Link.
You can also copy the Meeting link to quickly share it with team members or in exchanges outside of email. Click Copy Meeting Link to copy the link to your clipboard.
Once your calendar is all set up, you can insert meeting links into your emails and templates. When you add meeting links to an email you can select your own calendar or a teammate’s calendar.
To add a meeting link to your email or templates, follow these steps:
- Create an email or add a template.
- Select the calendar icon from the compose window toolbar.
- The Insert Meeting Link window will drop down.
- Select whose calendar link you will be using (your personal calendar or your team member’s calendar).
- Things to Note: You can only send a teammate's meeting link if they have set up their calendars under Personal Settings.
- Pick a Meeting Length time.
- Click Insert Link.
- Send your email.
The Meeting URL dynamic tag populates your meeting link into your email message. Adding this tag to your personal or team templates or snippets makes it easy for you to send meeting links. Instead of adding the individual link to an email, you can skip that process, and insert the previously created content.
When you create your email template, use the dynamic tag drop-down menu to find the My Meeting URL tag under My Tags.
To add the dynamic tag, follow these steps:
- From the Templates Page click Template Actions.
- Select Add Templates.
- Click the Insert Dynamic Field icon </>.
- Scroll to My Tags.
- Select My Meeting URL.
- Complete your email draft and hit Save.
Apart from setting up and sending invites, you may be wondering how Meetings actually get booked?
When a person receives a meeting link, they will click the link to book time on your calendar. Let’s walk through the steps a recipient will take to book a meeting:
1. When a Person clicks a meeting link, they'll be taken to a calendar view.
2. The Person will select a date for the meeting. Available dates will be in black with blue dots below the date that represent the number of meeting slots that are available. Unavailable dates will be grayed out.
3. After the choose a date, any available time slots will appear to the right of the calendar. Select a time slot.
4. Click Next.
5. The person will enter their contact information. The contact information will appear in SalesLoft when the meeting is confirmed. The following fields are required: Name, Email, and Account.
- Things to Note: When a person not in SalesLoft books a meeting through the Meetings calendar, a new SalesLoft Person will be created. SalesLoft will use the person's email address to verify whether they are a Person in SalesLoft.
6. Click Confirm. If they need to make any changes, click Change Meeting Date.
7. A confirmation message will appear. The person will also receive an email confirming the meeting.
8. The meeting will appear on the Person’s Profile Page in SalesLoft. It will also log the task in Salesforce as a closed activity task. For more information on the Profile Page view, check out the knowledge base article, here.
- Things to Note: If a meeting is rescheduled or canceled, SalesLoft will not reflect the changes. Once an event has been created, SalesLoft does not track or maintain any further updates on the event.