BookIt General Settings Guide

Contents:

• Overview
• Meeting Types
• Creating a Meeting Type
• BookIt Routing Features
• BookIt General Settings
• BookIt for Forms Settings
• BookIt Handoff Settings
• BookIt Links Settings

Overview

LeanData’s BookIt tool includes a webform-to-meeting calendaring solution that will ingest Prospects from a webform on your website, qualify the Prospects, route based on certain logic to the appropriate rep, and present Prospects with potential meeting times to schedule on the spot. This guide is designed to provide an overview of BookIt and its settings.

Example: Bryan is the LeanData Admin for OnPoint Communications. OnPoint has purchased BookIt and Bryan is setting it up. After installation, Bryan configures the settings and then builds a router graph to route Prospects to the correct person.

Please Note: For information about building a BookIt Routing Graph, please see our BookIt FlowBuilder Guide.

Meeting Types

The Meeting Types screen gives you the tools to create the Meeting Types that will define the parameters of your meetings. On this screen you can configure the meeting types you want people to be able to book on your website. In addition to Admin managed Meeting Types, individual Users can create their own personal meeting types for use in their own meetings.

Please Note: Each Meeting Type must be created with a unique name. Meeting Types are accessed in FlowBuilder and two meeting types with the same name could result in misdirection in the assignment activity.

Creating a Meeting Type

Each Meeting Type must be created with a unique name. Meeting Types are accessed in FlowBuilder and two meeting types with the same name could result in misdirection in the assignment activity.

• Navigate to BookIt > Meeting Types > Meeting Type Management.
• Click on Create Meeting Type.

• Select the BookIt Product for which this Meeting Type will be used, then click Next.

General Meeting Info

• Enter an Internal Name for the Meeting Type such as “30-min Coffee Meeting”. This internal name will be used to distinguish the different Meeting Types in the LeanData interface.
• Enter a Display Name for the Meeting. This is what will display on the Booking page that is shown to prospects.
• If needed, add a Description for the event.
• Add a Meeting Category. This will be used for Count-Based Pools.
• Enter a Fallback Redirect URL. This is a landing page to direct the prospect to in case there is an error during scheduling. 
• If needed, enter a URL for the URL Redirect. The URL Redirect is a landing page to direct prospects to after a successful booking.
• Later on when you have configured all of the options on the other Meeting Type tabs, you can return to this page and toggle the Active setting on to make this Meeting Type available for use.

Time Slots

• Click the Time Slots Tab

• Set the meeting Duration for how long you would like these meetings to be.
• Set the Date Range. A Relative Date Range will dictate how far into the future a User's calendar will be available to be booked. A Custom Date Range will restrict availability to a specific date range only. Custom Date Ranges are useful for Meetings that must occur between time bounds, such as meetings during an event like a conference.
• Set a Buffer Time. This will determine how much time will be allocated before or after meetings for prep or wrap up work. Reps will be considered unavailable during these buffer times before and after Meetings.
• Set the Min Booking Notice. The Booking Notice is how much advance time is necessary to book a meeting.

Additional Questions

• Click on the Additional Questions Tab. The Form Fields are used to add up to 2 additional fields on the scheduling form in addition to First Name, Last Name, Email, and Additional Guest Email(s).

• Enter a Field Name for additional information you wish to capture when booking a meeting.
• Check the Required box if you would like to reference this field elsewhere, such as the Invite Customization tab. (For example, if you set a new form field “Company” as a variable, you can use the company name your guests input in the calendar event name or in confirmation emails.) This action will make the field required across all BookIt products.

Opening Hours

• Click on the Opening Hours Tab. This page can configure the hours during the week when reps are available for meetings.
  • Please note: LeanData will use each User's time zone as specified on their Salesforce User record for these Opening Hours.

 

Prioritize LeanData Working Hours

Enabling this setting will take the BookIt Working Hours defined for each User in LeanData (People > Settings > Schedules) instead of the Open Hours configured on this page. If a User only has the default Working Hours set assigned to them, LeanData will use the Opening Hours specified on this page for this Meeting Type.

Invite Customization

• Click on the Invite CustomizationTab. You can customize the details of your invites and calendar event here.

 

• Enter the Event Name. This will be the title of the calendar event. You may insert any needed variables into the Event Name.
• Enter the Location. This will be the Location of the calendar event. You may insert any needed variables, such as a conference link into the Location.
• Enter the Description. This will be the description in the calendar event. You may insert any needed variables, such as as a meeting agenda, or reschedule and cancel links.
• Note: You can insert any field from your webforms, even if they are not available as variables in the Insert Variables dropdown by using the syntax {!Field_API_Name}.

Confirmation Email

• Click on the Confirmation Email sub-tab.

• • Toggle Email to Guest to On to send a confirmation message.
  • Edit the Subject, Headline and Message fields as needed. You can insert Variables and Relative Dates as needed.
  • Toggle Email to Host on if you want the meeting host to receive this confirmation email.

• If you would like to configure reminder emails click on the Reminders sub-tab and switch the Send Reminders toggle on.

• • Edit the Subject, Headline and Message fields as needed. You can insert Variables and Relative Dates as needed.
  • Check the Send To boxes to indicate if Host(s) and/or Guest(s) should receive these reminders.
  • Set the Timing for when these reminder emails should be sent. You can add more reminders by clicking Add Timing.

Please note: You can insert any field from your webforms, even if they are not available as variables in the Insert Variables dropdown by using the syntax {!Field_API_Name}.

Styling

• Click the Styling Tab

• Upload a Company Logo which will be shown on your scheduling page
• Set a Theme Color which will be the accent color of your scheduling page.

When finished configuring all the Meeting Types Screens, click Save & Exit to finish and save the Meeting Type.

Please Note: When prospects view your scheduling page (shown after they click submit on your webform), they will view this URL in the address bar of their browser. We recommend you configure this in a generic format (your company name - meeting type name) as this URL will be used regardless of which team member your prospect is booking a meeting with.

BookIt Routing Features

FlowBuilder

FlowBuilder is LeanData’s routing tool. It is used in BookIt to connect guests with the correct representative to accept the meeting. FlowBuilder uses a drag and drop, Branch and Node methodology to create your desired router flow.

We have created a guide for using FlowBuilder in BookIt. 

Deployment History/Routing Insights

Deployment History and Routing Insights are tools to better understand how records are routed through current Router Flows, Scheduled Routing jobs, and previous Router deployments. These tools can be used for troubleshooting records, understanding errors, and visually understanding the distribution of records.

For more information please see the Routing Insights and Deployment History Guide.

Audit Logs

LeanData’s Audit Logs allow you to see which path an individual record took within the FlowBuilder graph. They will show you each node that the record passed through and the outcomes that went into LeanData's decision for sending the record down that specific path. 

For more information please see the Audit Logs Guide. 

Round Robin Pools

LeanData has the ability to create Round Robin pools to distribute bookings to a group of Users or queues. Round Robin is popular among Sales Operations because it streamlines and automates the process of distributing records to reps. You will have to create Round Robin Pool specific for LeanData BookIt. You cannot use Round Robin Pools that are created for LeanData Router.

For more information please see the Round Robin Overview. 

Territory Management

Companies typically manage a complex sales team by organizing them in territories that are mapped to an individual salesperson or a team. Sales territories can be defined based on parameters such as Country, State, City, Postal Code or a combination of these factors. LeanData brings you the easiest way to ensure that your Leads, Contacts, Accounts, and Opportunities are automatically routed based on these territory definitions.

For more information please see the Territory Management Guide.

BookIt General Settings

The Settings page lets you configure general settings for BookIt.

General Settings

In the General Tab the following settings are available:

Setup Tab

Authorization Link

This option allows you to Authorize users for BookIt using the link displayed. Click the Copy Link button to automatically copy the Authorization link. The User will have to use this link to be authorized for BookIt. You can also invite Users in bulk from the Users page. Please see Authorize Users in the BookIt Implementation Guide for more details.

Conference Link

This option allows you to store each user’s personal meeting link in a user field within SFDC. Then you can select that field in the pulldown. When the meeting is booked, BookIt can access the conferencing link, from the selected field, and use it to populate the meeting invites. Alternatively, a User can directly connect with a supported conferencing vendor on their User page > Video Conferencing.

Assign Canceled Meeting Status to SFDC Event Field

This setting will set a Meeting Status of cancelled on the Salesforce Event field that you specify. In order to use this setting, SFDC Event Creation must be enabled.

BookIt Org ID

This section displays the unique BookIt Org ID for your instance. You will need this if using BookIt Dynamic Links or setting up BookIt for forms with a chatbot.

Company Logo

Here you can upload a custom company logo which will appear on your scheduling pages.

Theme Color

Select a color which will accent your scheduling pages. You can select a color that will reflect your brand.

Import / Export BookIt Meeting Types & Settings

If you would like to take the Meeting Types & Settings you created in a sandbox environment and migrate them to your production instance, you can utilize the Import / Export feature here.

Click on the Export button in the instance you wish to migrate Meeting Types & Settings from. You will be shown a modal where you can select which components of your BookIt configuration you wish to export, whether it be Meeting Types & Meeting Categories alone, BookIt Product Settings alone, or All BookIt Configurations. Click on Export after making your selection.

This will download a configuration file onto your computer, which you can later import into a different instance of LeanData BookIt.

Please note: Only Admin Managed Meeting Types will be exported. 

To Import your BookIt configuration, from the destination instance you want to migrate to, and navigate to this same section within your BookIt General Settings. Click the Import button and you will be shown a modal to confirm the file you wish to import.

Click the Import button and LeanData will import the BookIt configuration in that file and apply it to this destination instance of BookIt. 

Please note: if there are existing Meeting Types with the same name, this will add the imported Meeting types and rename them to include the import date so that you can differentiate.

Working Hours Tab

Buffer Dates for LeanData Vacations

These buffer times assume you are using LeanData's Vacations in the LeanData App > People > Users.

• Start Buffer - This setting controls how many days prior to the start of a User's scheduled vacation should they be considered unavailable for scheduling. This is to ensure that a prospect will not be scheduling a meeting with a Rep will who will only have a short window of availability before their vacation begins. 
• End Buffer - This setting controls how many days prior to the end of a User's scheduled vacation should they be considered available for scheduling. This is to ensure that a prospect will see a reps upcoming availability as their vacation nears its end and a rep will not have to wait for a few days after returning to work for meetings.

Count-Based Pools Tab

Prioritize Fairness Availability Threshold
When scheduling using count-based round robin pools, users can prioritize fairness in distribution. This means that if the selected rep does not have at least the minimum number of available time slots, LeanData will also show the availability of additional team members to reach the minimum threshold. You can set the availability threshold here. The default availability threshold is 5.

Counts & Calibration Customization for Count-Based Pools

• Reset Date - Here, you can define how often you would like your Counts and Calibrations for Count-Based Pools to reset and start over from zero. You can select whether you would like a reset to happen on the 1st of every month or on a daily, weekly, or monthly basis. You can designate the next date/time you would like a reset to occur.
• Meeting Count By Product - You can designate whether you want to only count meetings scheduled in Round Robin Pool assignments (both Count-based and Order Based Pools), or whether Explicit User or other Match-based assignments should also be applied towards your meeting counts as well. You can further differentiate whether these meetings should be counted by each individual product. For example, you may wish to count meetings booked through BookIt for Forms and BookIt Links, but not count meetings scheduled via bookit handoff, since those are internally generated. To configure this, select all the assignment types you would like to apply towards your scheduled meeting counts.

For more information please see Meeting Credits and Calibrations for Count-Based Pools.

Credit Request Management

• Auto-Approve Canceled Meetings - Enabling this will automatically apply a Credit to a User in a count based pool when a meeting is canceled, without needing approval from an admin.
• Auto Approve Manual Credit Requests - Enabling this will automatically apply a Credit to a User in a count based pool when a Credit is requested, without needing approval from an admin.

For more information please see Meeting Credits and Calibrations for Count-Based Pools.

Distribution of Count Based Pools

In this section, you can determine how LeanData should count and distribute meetings across pools and meeting categories.

You have two options:

Distribute Meetings by Round Robin Pool and Category

• Selecting this option will count records distributed for each meeting category within each Count-Based Pool.

Distribute Meetings by Category

• Selecting this option will count meetings distributed by their meeting category across different pools, assignment types and BookIt products.
• When selecting this option you can also designate which assignment types (Round Robin Pools, Specific User assignment, or Other) and which products (BookIt for Forms, BookIt Handoff, BookIt Handoff Smart Rep, and/or BookIt Links) should count towards your meeting counts.

Auto-Calibrate Meeting Counts After Vacations

Toggle this setting on if you would like LeanData to automatically adjust a User's meeting counts to the average when they return from a Vacation. This is to ensure that they are not given an unmanageable number of meetings upon their return. The average will be calculated according to how you are counting and distributing records in the above Distribution of Count Based Pools Setting.

BookIt for Forms Settings

Clicking on BookIt > Settings > BookIt for Forms Tab, you will be able to use these settings to ensure that BookIt for Forms works effectively with Lead/Contact routing, Salesforce, and other vendors.

Log ID Link

This setting will specify which Lead or Contact field will contain a link to its BookIt Log. This field will later be included in your Lead/Contact Routing Audit Log. This is optional but recommended to make debugging easier. However, in you must set these fields in order to use the Assign Meeting Owner to SFDC Field further down the page.

Assign Meeting Owner to SFDC Field

This setting, when enabled, will assign the meeting owner to a field on the resulting Lead / Contact  when they are created or updated in SFDC by Marketing Automation. This is optional but recommended. This will ensure that any Lead/Contact  record that is created will be owned by the rep the meeting is scheduled with. In order to use this feature, you must specify a Lead / Contact field for the BookIt Log ID Link in the Log ID Link section above.

Assign Meeting Status to SFDC Field

Use these settings to assign the most recent BookIt meeting booking time to Date/Time fields on a Lead/Contact record when a meeting is booked after routing in BookIt. This reduces the need to create/view a SFDC Event to determine if/when a meeting is scheduled.

Scheduling Page Redirect

Use these this section to add a button to your scheduling pages that allows prospects to exit the scheduling flow (e.g., if they would like to schedule at a later time or after a successful meeting submission).

 

BookIt Handoff Settings

Clicking on BookIt > Settings > BookIt Handoff Tab, you will be able to use these settings to ensure that BookIt Handoff works effectively in Salesforce for the Authorized Reps.

For more information on these General Settings for BookIt Handoff, please see the BookIt Handoff Admin Guide.

BookIt Links Settings

Clicking on BookIt > Settings > BookIt Links Tab, you will be able to use these settings to configure aspects of BookIt Links.

For more information on these General Settings for BookIt Links, please see the BookIt Links Admin Guide.

---

BookIt General Settings Video

Meeting Types Video

BookIt for Forms Settings Video

BookIt Links Settings Video