Set Up Your Meetings Calendar

SalesLoft’s Meetings brings your calendar into your outbound communication, allowing your recipients to schedule time with you directly from your emails. 

While the People you contact have the flexibility to set a time that works best for them, you still have the ability to manage the available time slots they chose from. All you have to do is set up your calendar from your SalesLoft Settings. 

Setting up and managing your calendar will all take place in the Calendar page located in your Personal Settings. From the Calendar page, you may assign which calendar will connect to SalesLoft, set default meeting information, and more.

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 your Meeting and Calendar Settings through SalesLoft, including:

• Calendar Defaults
• Calendar Disconnect Notification
• Meeting Defaults
• Meetings Zoom Integration
• Your Meeting Link
• Scheduling Preferences
• In-Office Hours
• Availability Team Permissions

For more information on how to send meeting links, check out our Insert Calendar Links into Your Emails article.

Calendar Defaults

Before you begin booking meetings, you need to set up your calendar. Most of the initial calendar setup will take place under the General tab of your Calendar Settings. 

Things to Note: If you have multiple email addresses, connect SalesLoft to the email address associated with your calendar.

To set up your calendar, follow these instructions below:

1. Navigate to your Personal Settings by clicking your name in the upper right corner and selecting Settings.
2. Click Calendar under the Personal Settings.
3. If this is your first time accessing the calendar, you will see a “We can’t find your calendar” message. Click Setup Calendar.
4. Select Your Calendar from the dropdown menu.
5. Pick your time zone. Your time zone will default to the time zone set in your Profile.
6. Continue to the Meeting Default Settings. 
7. Click Save.

Calendar Disconnect Notification

Once your calendar is connected, SalesLoft will notify you if a disruption to that connection occurs. The calendar disconnect notification will inform you when your calendar is not connected to SalesLoft along with instructions to resolve the problem. 

Things to Note: In order to identify the calendar connection problem, SalesLoft checks the connection every hour. 

The calendar disconnect notification will appear in both of the following ways:

• The SalesLoft App Warning Banner (image below): A red warning banner will appear below the top navigation bar within the SalesLoft application. This bar will provide context and instructions to resolve the problem (e.g., update their email or calendar connection). 
• Email Notification: An email message will be sent to you with the context and instructions to resolve your disconnected calendar. 

Meeting Defaults

In addition to your Calendar Settings, you may assign meeting defaults. Your meeting defaults are the standard meeting invite information that will send if you do not tailor the meeting information for a specific invite.

To set up your meeting defaults, follow these steps: 

1. Navigate to your Personal Settings by clicking your name in the upper right corner and selecting Settings.
2. Click Calendar under Personal Settings. Scroll to the Meeting Default section of the page. 
3. In the Title text box, add the meeting title. The meeting title will appear as the subject line when the meeting invite is sent. It will also appear as the name of the meeting on any calendars.
   • Use the Dynamic Fields menu to the right of the text box to add dynamic fields (like "company name" or "Meeting Owner" details) to the title. These fields will auto-populate with the information relevant to the Person receiving the invite. 
4. Enter a default location, if applicable. This may be a meeting room you reserve for all of your meetings or meeting link, including our Zoom integration.
5. Enter a meeting description. The description briefly explains the purpose of the meeting. One best practice tip, include a meeting link or contact information in your description.
   • Things to Note: You can manually insert dynamic fields into the default description. Select a dynamic field in the Title text box. Then copy and paste the field into the Meeting Description window. 
6. Set your default meeting length. The meeting length determines the duration of the meeting and can be set for one of the following intervals:
   • 15 minutes
   • 30 minutes
   • 45 minutes
   • 60 minutes
7. Define your Availability. 
8. Click Save.

Meetings Zoom Integration

The Zoom integration with SalesLoft generates a unique Zoom link for each scheduled meeting. This way you have a meeting invite already in place when you send calendar invites.

The Zoom integration will set the Zoom link as your meeting location. When a meeting invite is sent, it will automatically create video conference details and save them to the scheduled event.

Before you can use the Zoom integration, you must authorize your Zoom account in SalesLoft.

Things to Note: 

• One Zoom account can only be connected to one SalesLoft user.
  • Several users cannot connect the same Zoom account.
  • A user cannot use the same Zoom account for more than one team. For example, if you connect a Zoom account to your sandbox team, you will not be able to connect it to your production environment. 
• In order for users to connect their Zoom account, their account administrators should pre-approve Zoom in the Zoom Marketplace.

After connecting your Zoom account, follow these steps to add Zoom to your meeting default:

1. Navigate to your Calendar Settings.

2. Scroll to your Meeting Defaults. Beneath the Location field, select the Zoom link.

3. The Zoom logo will appear in the Location field, indicating that Zoom is used as a default meeting location.

Your Meeting Link

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 Insert Meeting Link tab in your Calendar 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 and your first and last name. Select Edit Meeting Link to change the end of the URL. Once the 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.

Scheduling Preferences

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. 

The Scheduling Preferences option allows you to stay 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.

You can find the Scheduling Preferences under the Insert Meeting Link tab in your Calendar Settings. Let's take a look at the different Availability Settings.

Meeting Limits

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 advance.
• 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.

Meeting Buffer

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 checkbox 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 determine your calendar availability and what times prospects may put on your calendar. Simply put, you can set your availability strictly during your working hours when you are open for a meeting.

Follow these steps to set your in-office hours: 

1. From your Personal Settings, go to the Calendar page.
2. Go to the Availability and Privacy tab.
3. Under the In-Office Hours section, select the checkbox next to the days you would like meetings to occur.
4. Enter the blocks of time for meetings.
5. Scroll to the bottom of the page and click Save.

Availability Team Permissions

The Team Permissions provide additional management over the way other people interact with your calendar.

Below your in-office hours, you can select different permissions for how your team may book meetings. 

From the Availability and Privacy tab in your Calendar Settings, you may select checkboxes to determine the following:

• Assign you as the meeting owner: Selecting the Meeting Owner checkbox allows other users on the team to schedule time on your calendar and assign you as the meeting owner. Deselect the box if you do NOT want other users to make you a meeting owner. 
• See event details on your calendar: Makes meeting event info visible to other team members. If this box is unchecked, your meetings will simply appear as "Busy."
• Double-Book: Allows more than one meeting to be booked at a time. This means you may have overlapping meetings.
• Schedule a Meeting During Your Off-Hours: Allow or prevent others from booking meetings on your behalf. Timeslots outside a user's working hours will be indicated when a teammate attempts to book a meeting.

Any time your permissions are altered, click the Save button at the bottom of the page to save your settings.