Contents:
- Overview
- Using BookIt Handoff
- Record Details
- Using BookIt Handoff with Smart Rep Suggestions
- Add Hosts
- Host Types
- Select a Meeting Type
- Pick a Time
- Finalize Scheduling Information
- Summary
Overview
During live phone conversations, reps frequently need to schedule follow-up calls between a prospect and someone on their sales team. BookIt Handoff simplifies this process by showing available times for selected reps or round-robin pools at the click of a button—making it effortless to schedule calls while prospects are 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 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.
This guide will walk through the BookIt Handoff interface for end users. For more information on setting up and configuring BookIt Handoff, please see the BookIt Handoff Admin Guide.
Using BookIt Handoff
To book a meeting with another user at your organization (such as an Account Executive or Sales Rep), click the BookIt Handoff button on the relevant record. Note that your LeanData administrator may have customized the button's name.
After clicking the BookIt Handoff button, the BookIt Handoff Scheduling window will pop up.
Please note: This guide focuses on the BookIt Handoff Interface as used with Leads. BookIt Handoff works with other objects too, with slight interface variations depending on the object type.
The BookIt Handoff Scheduling window has two main sections. On the left, you can View the record details and select your intended Meeting Host(s) and Meeting Type. On the right, you'll see the selected Host(s)’ calendar availability.
Record Details
At the top of the left sidebar, you will see the name of the record from which BookIt Handoff was launched. Click the down arrow to see the record details.
You can add custom fields to this section by specifying additional fields in BookIt > Settings > BookIt Handoff > [Object Name] > Additional [Object] Details.
Using BookIt Handoff with Smart Rep Suggestions
If your organization has Smart Rep Suggestions enabled, BookIt automatically preselects and suggests Host(s) and a Meeting Type based on your organization's logic. A Lightbulb icon indicates hosts recommended through Smart Rep Suggestions. You can still change your Meeting Type and Host(s), unless your LeanData Admin has locked the Smart Rep Suggestions.
If your LeanData Admin has locked the Smart Rep Suggestions, you will not be able to change the Host(s). Locked Host(s) will be indicated with Lock icon inside a lightbulb.
Add Hosts
If you are not using a Smart Rep Suggested Host, you'll need to select Meeting Host(s) from the Add Hosts dropdown menu. A Lightning Bolt icon appears next to hosts who are currently available for Meet Now (see Meet Now section below).
When you select hosts, their calendar availability appears on the right side of the interface, color-coded for easy tracking. Your host options include:
- Specific User
- Round Robin Pool
- Please Note: you will only be able to select Count-Based Pools from BookIt Handoff. Order-Based Pools are unavailable.
- User on Account (or other Related Record)
- User on [Object]
Specific User
- When you select Specific User, a list of Users with authorized calendars will appear. You can select multiple users if you want to add more than one host. A search field is available to help you quickly find specific users.
Round Robin Pool
Selecting Round Robin Pool will reveal a second dropdown for you to choose a specific pool. Depending on your organization's configuration, you will see two different options:
- Pooled Availability: If Display All Pool Members' Availability has been enabled (BookIt > Settings > BookIt Handoff > Setup), then the pool's pill will be revealed under All Pool Members. Adding the pool's pill to the list of Hosts allows you to schedule a meeting with the combined availability of the pool. If multiple pool members are available at the selected time, the meeting will be booked with the rep with the lowest meeting count.
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- Calendar events with the name "No Hosts Available" indicate a time slot when all pool members are unavailable. Note: Only one pool may be added as a Host and the pool must be the Main Host.
- Non-Pooled Availability: If Display All Pool Members' Availability has been disabled, then only the pool members' user pills will be displayed under Pool Members. When a pool member is added as a Host, their events are shown on the calendar.
User on [Object]
- When you select User on [Object], you'll see all Users on that record who have an authorized calendar.
- After adding a host from this record, LeanData will display which field on the record contains that user.
Host Types
A Host can either be a Main Host or an Additional Host. An Additional Host can be designated as either required or optional.
Main Host vs Additional Hosts
- Main Host: The Main Host is required by default. Their calendar events will always be shown and you will only be able to select times when they are available. The Main Host is indicated by a solid crown icon. If the scheduling method used to schedule the meeting is enabled for the Distribution of Count-Based Pools (BookIt Settings > General > Count-Based Pools), then the Main Host will receive a credit for the meeting.
- Additional Host: An Additional Host is another user from your organization who has been added to the meeting. Additional Hosts are designated with an empty crown icon.
- You can promote an Additional Host to Main Host when both Hosts are unlocked and you are not scheduling a meeting with the Pooled Availability of a Round Robin Pool.
Required vs Optional Hosts
- Required Host: A required host's availability will be taken into account since their events will be shown on the calendar. Required Hosts have a solid person icon in their user pill. Note: The Main Host is always required.
- Optional Host: If an Additional Host is marked as optional, their availability is not taken into account since their events are not shown on the calendar. Optional Hosts have an empty person icon in their user pill.
- You can switch an Additional Host between required and optional by clicking the person icon in their user pill.
Select a Meeting Type
Select your desired Meeting Type from the dropdown menu at the bottom left of the scheduling window. This menu shows all Meeting Types configured for BookIt Handoff. You can configure Meeting Types in the main LeanData App > BookIt > Meeting Types. For more information on Meeting Types, please see the Meeting Types section in the BookIt General Settings Guide.
Please Note: If you cannot select a meeting type, it may have been locked in the Smart Rep Suggestions FlowBuilder node that surfaces this page.
Once selected, you can view the details of the meeting type by selecting the meeting from the picklist and clicking on View Meeting Details.
These meeting type details, such as Duration, Buffer Time, and Min Booking Notice will be reflected when displaying available options on the calendar interface.
Pick a Time
To schedule a meeting, you have two options:
- Meet Now
- Select an available time on the calendar
Meet Now
If your organization has enabled Instant Handoff in your BookIt Handoff settings, a Meet Now button will appear in the Handoff Interface. If all Hosts are available to meet now—indicated by a green lightning bolt in their user pills—the Meet Now button will be enabled. When clicked, a meeting based on your selected Meeting Type will be scheduled that begins immediately.
Please Note: Meet Now is incompatible with Round Robin Pools when using Pooled Availability.
Select an Available Time on the Calendar
If you do not wish to meet now, select an available time slot on the calendar, then click the Continue with Selected Time button at the bottom of the scheduling page.
Finalize Scheduling Information
After either clicking Meet Now or Continue with Selected Time, you'll be taken to the Scheduling Information page. Here, you'll be able to fill in any required fields, such as First Name, Last Name, and Email. You also have the flexibility to modify the Calendar Event Name, Location, and Calendar Event Description. To add additional guests, click the Add Guests button and enter their emails comma-separated.
Click the Schedule button in the lower right corner to schedule the meeting.
Summary
BookIt Handoff gives you a more efficient way to schedule a meeting with another User in your Salesforce Org while viewing the record in Salesforce.
If you need additional assistance please submit a ticket with LeanData support.