BookIt Handoff Admin Guide

Contents:

• Overview
• Adding the BookIt Handoff Button
• Adding the LeanData URL to Salesforce Trusted URLs
• Using BookIt Handoff
• Using BookIt Instant Handoff
• Configuring BookIt Handoff
• General Tab
• Advanced Tab
• Assign Meeting Owner to SFDC Field
• Create SFDC Event
• Default Meeting Types
• Additional Lead/Contact Details
• Pool Member Meeting Count Customization
• Working with Smart Rep Suggestions
• Summary

Overview

Sales team members need a more efficient way to schedule a next-steps call between a lead + rep while on the phone with the lead. BookIt Handoff instantly presents a calendar for the users on the object (Lead, Contact, and/or Account), specific users, or pool members for the SDR to schedule a call on the spot.

Example: Rachel is speaking to a prospect/customer and they ask for the next steps. She clicks on the BookIt Handoff button. In BookIt Handoff, she can select the Meeting Type and the desired Account Executive. The calendar displays the current month and highlights the dates with available time slots. When she clicks on a highlighted date, Handoff will display the available time slots. She can pick one time slot to book the meeting. Upon submitting the meeting, immediate confirmation will be sent to the Prospect and the AE.

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:

1. Navigate to Salesforce Setup > Object Manager > Lead (or Contact)
2. Click on Buttons, Links, and Actions.
3. Click on New Action.
4. Select Lightning Component as the Action Type
5. 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.
6. Edit the rest of the Action Information as needed.
7. Click Save.
8. Navigate to Page Layouts.
9. Click on Lead Layout (or Contact Layout).
10. Click on Mobile & Lightning Actions.
11. Find the BookIt Handoff button created above and drag it to the Salesforce Mobile and Lightning Experience Actions section.
12. 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:

1. Navigate to Salesforce Setup > Security > Trusted URLs

   

2. New Trusted URL Button
3. Enter the following information:
   • API Name: LeanData_App
   • URL: https://*.leandata.com
   • Active: Checked
   • CSP Context: All
   • frame-src (iframe content): Checked
4. Click Save

Using BookIt Handoff

After BookIt Handoff is configured, your reps will be able to schedule a meeting right from the Contact record. Once you find and open the desired Lead or Contact you will see the BookIt Handoff button.

After clicking the BookIt Handoff button you will see the BookIt Handoff Scheduling window.

In the BookIt Handoff Scheduling window, the left side settings allow you to select the Meeting Type and whom the meeting should be scheduled with. The right side shows the meeting availability of the selected person for the meeting.

Select Meeting Types

This picklist will display the available Meeting Types that have been configured for BookIt Handoff.  Meeting Types are added in the LeanData App. For more information on Meeting Types, please see the Meeting Types section in the BookIt General Settings Guide.

You can also view the details of a meeting by selecting the meeting from the picklist and clicking on View Meeting Details.

Select Main Host

This picklist gives you options for who to schedule the meeting with. Options include:

• User on the Lead/Contact
• User on the Account
• Specific User
• Round Robin Pool (Displaying the availability of all Pool Members)
  • Please Note: you will only be able to select Count-Based Pools from BookIt Handoff. Order-Based Pools are unavailable.

Selecting User on the Lead/Contact or User on the Account will display the options for all users on the record with an authorized calendar.

Selecting Specific User will display a list of users with authorized calendars. There is a search field if you cannot easily locate the desired user.

Selecting Round Robin Pool will display the availability of all members of the selected pool.

Add Additional Hosts

Clicking on Add Additional Hosts allows you to add additional hosts to the meeting. You have the same tools for adding additional hosts as you do for picking who to schedule the meeting with.

Meeting Details Page

After selecting an available meeting time from the right, you will be taken to a meeting details page. Here you will be able to fill in any required form fields, such as Last Name, Email, Company, and additional Guest emails, as well as modify the Calendar Event Name and description, to give the Host and attendees additional context. 

Click Schedule Meeting to complete this process and schedule the meeting.

Using BookIt Instant Handoff

If you have enabled Instant Handoff (see Instant Handoff toggle setting below), the BookIt Handoff screen will have an option to Schedule an Instant Meeting with an available rep.

Toggling on the Schedule Instant Meeting option will display only reps who are currently available and also specify until what time the reps remain available. If this option is not on, but the Instant Handoff feature has been enabled, both currently available and unavailable reps will be displayed, but the currently available reps will have a green dot next to their name.

If this option is on, both currently available reps and reps who are available soon or for a portion of the meeting duration will displayed. Reps who would be available for the full meeting duration will have a green dot next to their name and reps who are only available for a portion of the meeting duration or available soon will have a yellow dot next to their name.

Please note: Locked Smart Rep Suggestions will be disabled if using Instant Handoff.

Once you select an available rep as your Main Host, in addition to your Meeting Type and any additional hosts, you can directly fill out the Scheduling Information, as you will not need to select a date / time for an instant meeting.

Here you will be able to fill in any required form fields, such as Last Name, Email, Company, and additional Guest emails, as well as modify the Calendar Event Name and description, to give the Host and attendees additional context. 

Click Schedule Meeting when complete.

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, in 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 instant handoff to an available rep. Please note that this will disable locked Smart Rep Suggestions.

Checking the Turn Instant Handoff on by default box will automatically activate Instant Handoff for reps who click the BookIt Handoff button. If you do not check this box, reps will still be able to see reps who may not be immediately available but have the option to either choose an instant meeting of schedule a later meeting with a rep.

Handoff Smart Rep Suggestion

This setting allows you to use Flowbuilder to automatically suggest the right person, RR Pool, or Territory 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 Lead Router, Contact Router or both.

Please Note: Handoff Smart Rep Suggestion requires its own Router Graph under BookIt Handoff. You will need to create Router Graphs for each option you enable. 

Display All Pool Members’ Availability

This setting is used to display calendar availability of all pool members to the scheduling user. The meeting will be scheduled with the first available pool member at the time selected.

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 Modal 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 Meeting Owner 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 SFDC Event

The Create SFDC Event 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.

 

Default Meeting Types (Optional)

The Default Meeting Type is used to set the Meeting Type the User will be first presented with when BookIt Handoff opens. The user will be able to override this section when using Handoff. The Meeting Type pull-down is synced to your Meeting Types.

Additional Lead/Contact Details

When BookIt Handoff is opened it will display the Name, Email, and Account (for Contacts, for Leads it will display the Matched Account). Use the Additional Lead/Contact Fields to select 1 or 2 additional fields from the Lead and/or Contact when Handoff opens.

Pool Member Meeting Count Customization

When assigning a Handoff Meeting to a pool member, Handoff will track the number of meetings each pool member gets assigned. Handoff will use the meeting counts and suggest the pool member with the fewest number of meetings. Use the Pool Member Meeting Count Customization settings to configure when the meeting counts should be reset.

Reset Date

You can have the meeting count reset on the 1st day of every month or every XX number of Days/Weeks/Months.

Count Meetings From

Use this setting to determine how you will count meetings. You can choose only meetings from Handoff or BookIt Handoff and BookIt for Forms.

Host Selection Display Options

As a BookIt Admin, you may want to control which booking 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 1 trigger/entry node, Lead/Contact Smart Rep Suggestion. All you need to do is to set its Target.

Match Nodes

The Match nodes are the same as they are in Lead or Contact Router Graphs.

Decision Nodes

The 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 the Route To nodes in Lead and Contact Router Graphs, you will find Suggest and then the usual expected nodes.

Summary

Sales team members need a more efficient way to schedule a next-steps call between a lead + rep while on the phone with the lead. Bookit Handoff gives your reps a simple easy way to set up a next steps meeting while working on a Lead or Contact.

If you need additional assistance please submit a ticket with LeanData support.