Contents:
- Overview
- Adding the BookIt Handoff Button
- Adding the LeanData URL to Salesforce Trusted URLs
- Using BookIt Handoff
- Configuring BookIt Handoff
- General Tab
- Advanced Tab
- Working with Smart Rep Suggestions
- Summary
Overview
Sales reps often need to schedule follow-up calls between leads/contacts and sales team members during live conversations. BookIt Handoff streamlines this process by displaying available time slots for relevant reps or round-robin pools with a single click—making it simple to schedule calls while prospects are still on the line.
Example: Rachel is speaking to a prospect and they ask for the next steps. She clicks on the BookIt Handoff button on the Lead in Salesforce. A calendar with the Account Owner’s availability for a 30 minute Demo Call pops up and Rachel selects an available slot a and books the meeting while the prospect is still on the phone. Upon booking the meeting, a confirmation email is sent to the prospect and the Account Owner.
Adding the BookIt Handoff Button
For reps to access BookIt Handoff directly from Lead and Contact records in Salesforce, add a BookIt Handoff button to your Lead and Contact Records in Salesforce.
To Add the BookIt Handoff Button:
- Navigate to Salesforce Setup > Object Manager > Lead (or Contact)
- Click on Buttons, Links, and Actions.
- Click on New Action.
- Select Lightning Component as the Action Type
- Select LeanData:BookItHandoffAssistantLC in the Lightning Component box. If you do not see this option please reach out to LeanData to ensure BookIt Handoff has been enabled for your Salesforce instance.
- Edit the rest of the Action Information as needed.
- Click Save.
- Navigate to Page Layouts.
- Click on Lead Layout (or Contact Layout).
- Click on Mobile & Lightning Actions.
- Find the BookIt Handoff button created above and drag it to the Salesforce Mobile and Lightning Experience Actions section.
- Click Save.
Adding the LeanData URL to Salesforce Trusted URLs
To ensure that the content security policies do not block BookIt Handoff, you must add the LeanData app URL to the list of your trusted sites. To do this:
- Navigate to Salesforce Setup > Security > Trusted URLs
- New Trusted URL Button
- Enter the following information:
- API Name: LeanData_App
- URL: https://*.leandata.com
- Active: Checked
- CSP Context: All
-
frame-src (iframe content): Checked
- Click Save
Using BookIt Handoff
For details on using BookIt Handoff and a walkthrough of the scheduling interface your reps will see, please see the BookIt Handoff Interface Guide.
Configuring BookIt Handoff
The settings to configure Handoff are in the LeanData App with the BookIt Settings. The settings can be accessed by navigating to LeanData > BookIt > Settings > BookIt Handoff.
Under BookIt Handoff > Settings, there are 2 tabs: General and Advanced.
General Tab
On the General Tab you will find the following settings:
- Instant Handoff
- Handoff Smart Rep Suggestion
- Display All Pool Members’ Availability
- Default Meeting Type
Instant Handoff
Toggling on the Instant Handoff setting will allow your reps to see which reps are available now and facilitate an meeting with a rep immediately using the Meet Now button.
For more information on using Instant Handoff, please see the BookIt Handoff User Interface Guide.
Handoff Smart Rep Suggestion
This setting allows you to use a FlowBuilder graph to build logic to suggest the right User or robin pool for the meeting. You can use context, such as Matched Account, Segment, or other custom criteria, in the router graph to find the right rep. You can enable this for Leads and/or Contacts.
Please Note: Handoff Smart Rep Suggestion requires its own Router Graph under BookIt Handoff. You will need to create Router Graphs for each object you enable.
Display All Pool Members’ Availability
This setting shows the combined calendar availability of all pool members to maximize available meeting slots. When a time is selected, the meeting is assigned to the available pool member who currently has the lowest meeting count.
Default Meeting Type
This setting allows you to configure which meeting types will be selected by default when your rep opens BookIt Handoff. Reps can select other available meeting types from the dropdown in the Handoff interface if desired.
Advanced Tab
On the Advanced Tab you will find the following settings:
- Assign Meeting Owner to SFDC Field
- Create SFDC Event
- Default Meeting Type
- Additional Lead/Contact Details
Assign Meeting Owner to SFDC Field
Use the Assign Main Host to SFDC Field settings to assign the meeting owner to fields on the Lead or Contacts when BookIt Handoff meeting is booked. The fields default to Owner ID but you can use the picklist to select another field as needed. Use the Clear link to remove the selected field from being selected. These settings are optional.
Create Salesforce Events
The Create Salesforce Events section has settings to create an Event based on the Lead or Contact. You can configure Events created for Leads independent from the ones for Contacts. You can set the following:
- Event Subject
- Related To
- Assigned To
- Additional Event Fields
Event Subject
Use the Event Subject to create a subject for the Salesforce Event.
You can use the Insert Variables button to the right to dynamically insert BookIt variables into the subject field in your created Salesforce Event, such as the Meeting Type Name, Main Host Name and Lead Name.
Related To
The Related To field is used to relate the Salesforce meeting to the Lead Record.
Assigned To
Use the Assigned To Setting to select whom the Salesforce Event is Assigned to. You can select the Main Host or an explicit owner from the picklist.
Additional Event Fields
Use the Additional Event Fields to update fields on the Event. When you select this option you will be presented with settings for the Event Field and its Value. Select the Field and enter a value for it.
- Please note: Your Token User for BookIt needs proper SFDC permissions to create Events. Without these permissions, BookIt cannot create Events.
Please note: Your Token User for BookIt needs proper SFDC permissions to create Events. Without these permissions, BookIt cannot create Events.
Additional Lead/Contact Details
When the BookIt Handoff scheduling interface opens, it displays the Name, Email, and Account (for Contacts) or Matched Account (for Leads). Use the Additional Lead/Contact Details section to select up to two additional fields from the Lead and/or Contact to display when Handoff opens.
Host Selection Display Options
As a BookIt Admin, you may want to control which user and round robin pool options are available to your reps who use BookIt Handoff.
In the Host Selection Display Options section, you can toggle which options should be made available for your reps when selecting a host to book a meeting with. Only the options selected here will be shown.
Please note: These options would only be visible if you have not chosen to use Locked Smart Rep Suggestions.
Working with Smart Rep Suggestions
BookIt Handoff’s Smart Rep Suggestions gives you the tools to configure which rep is the best for each situation. Building the suggestions is done through a Router Graph for Leads, Contact, or both.
If you are new to building a Router Graph, we suggest reviewing our FlowBuilder Interface Guide first. This guide will help with the basics of building a Router Graph.
You can access the Smart Rep Suggestion Graphs under BookIt > BookIt Handoff > Lead Smart Rep Suggestions > FlowBuilder.
Router Graphs for Smart Rep Suggestions are very similar to standard Lead Router Graphs with a few exceptions covered below.
Trigger Nodes
There is only one trigger/entry node in a Smart Rep Suggestion graph.
Match Nodes
Match nodes are the same as they are in Lead or Contact Router graphs.
Decision Nodes
Decision nodes include the True/False and Branch nodes and are the same as the ones in Lead or Contact Router Graphs.
Action Nodes
Instead of routing / assignments nodes you might find in Lead and Contact Router Graphs, you will find nodes to Suggest Meetings with the intended Users. If you would like to Lock the suggestions such that your reps will not be able to select a different Host(s) than the ones suggested, you can check the Lock Suggestion box by your host selection.
Summary
BookIt Handoff gives your reps a more efficient way to schedule a next-steps call between a Lead / Contact and another User while viewing the record in Salesforce.
If you need additional assistance please submit a ticket with LeanData support.