BookIt Implementation Guide

Contents:

• Overview
• Implementation Requirements
• Pre-Implementation
• Webforms Editing
• Access to Teams
• Basic Settings
• Admins
  
• Remote Site Settings
• Advanced Settings
• Video Conferencing Options
• Link Audit Logs & Populate Owner
• User Defined Open Hours
• Configure BookIt
• Enabling BookIt
• Create Meeting Types
• Build out your BookIt Graph
• Authorize Users and Enable Product Access
• Marketing Automation Webform Updates
• Google Analytics Support
• Summary

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 provides a step-by-step overview of tasks that must be completed to successfully set up BookIt in your org. 

Please Note: BookIt is not designed to be self implemented. Some steps need to be configured by LeanData Professional Services.

Implementation Requirements

To implement LeanData BookIt, you must have the requirements as listed below:

• Marketing Automation Webform: you must be using marketing automation webforms from Marketo, Hubspot, Pardot, or Eloqua. We will need to know the landing page link for every webform you want BookIt to be integrated with.
• Calendar Tool: you must be using Google Calendar or Microsoft Outlook / 365 Calendar for their representatives and other users that want to book instant meetings.
• Webform Enrichment: You must Not be doing any enrichment after submission of the webform and before the lead is created in SFDC. If this action is taking place, we will work with you to create a semi-custom solution / implementation.

Pre-Implementation

Before LeanData Professional Services begins your implementation, there are some things to gather on your side.

Webforms Editing

We will be working with you to add code to your web pages. Please provide us with the links to the forms we will be adding our code to. We will also need access to either your web forms platform or the team that manages your webforms. 

If you use Google Analytics to track user behavior on your Webforms, and would like to continue tracking within LeanData's scheduling experience, you will need to provide your Google Analytics tracking ID.

Action Item: We will need you to provide us with the links to each webform that will use BookIt. If you wish to track Google analytics within LeanData's scheduling experience, you will need to provide your Google Analytics tracking ID.

Please Note: We will need to add code to all of the webforms you want to access BookIt for scheduling. Also many companies do not have a staging environment so changes must be made in the production environment.

Access to Teams

A typical BookIt installation can involve various teams on your side. This means anyone that has control/input on your webforms will use BookIt. Typically this includes:

• Marketing
• Web
• Webform Ownership
• SFDC

Basic Settings

The following SFDC settings and permissions need to be set for usage of basic LeanData BookIt functionality. Typically the LD Admin will configure the following steps.

Please Note: You will need the Salesforce System Administrator profile to make these changes. 

Admins

Please ensure the LeanData Admin account has the LeanData Custom Full Object Access permission set. 

To add the LeanData Custom Full Object Access to a User:

1. Login to Salesforce, as needed.
2. Click "Setup" in the upper right hand corner.
3. Search for "user" in the "Quick Find / Search ..."  toolbar on the side.
4. Select "Users" under "Manage Users".
5. Select the user to give the permission set to (if you're the admin, pick your user profile).
6. Under "Permission Set Assignments" click "Edit Assignments".
7. Add "LeanData Custom Objects Full Access".
8. Click "Save".

Remote Site Settings

You will need to add LeanData BookIt as a remote site to use BookIt.

To add the LeanData Remote Site Setting:

1. Login to Salesforce.
2. Click Setup in the upper right hand corner.
3. Search for remote in the Quick Find / Search ...  toolbar on the side.
4. Select Remote Site Settings under Security.
5. Select New Remote Site.
6. Name your Remote Site leandata_app.
7. Add the following url: https://app.leandata.com.
8. Check the Active Box
9. Click Save.

Advanced Settings

Video Conferencing Options

Personal Static Conference Link

Setting this will allow you to pre-populate the calendar invites with a Zoom or Google Meet link of the SDR who your prospect is booking with. The SDR does not need to add it manually after the calendar hold is placed on both calendars.

To populate meetings with a conference link:

1. Create a field on the User Object.
2. Set the type to URL.
3. Label the field “Conference Link” or something meaningful.
4. Fill this user field with each authorized user’s personal conference link (e.g., Google Meet, Zoom)

Connect with Video Conferencing Solution

If you would like to connect with a video conferencing solution, such that meetings booked with reps automatically generate unique meeting links within your conferencing solution of choice, you can see which solutions LeanData supports by navigating to Admin > Integrations > BookIt Tab.

Link Audit Logs & Populate Owner 

Setting this allows you to link your BookIt audit logs to Lead/Contact audit logs (if Lead/Contact routing picks up your record after Hubspot creates it in SFDC). It also allows you to automatically populate the Owner field on the record with the user (SDR) who you booked a meeting with as soon as the record is created in SFDC. You will need Marketing Automation access and edit permissions in Marketing Automation.

• In SFDC, create a custom field on Lead Object of type Text and length 50.
  • Label this field “LD BookIt Log ID”.
• In SFDC, create a custom field on Contact Object of type text and length 50.
  • Label this field “LD BookIt Log ID”. 
• In Marketing Automation, create a custom form field of type Text (this is a Contact property in Hubspot)
  • Label this field “LD BookIt Log ID”.
  • Have this Marketing Automation field sync to both the “LD BookIt Log ID” Lead field and the “LD BookIt Log ID” Contact field in SFDC.
  • Set the sync to “Two Way”.
  • Add this field to your webform as a hidden field.

User Defined Open Hours 

Toggling this setting on will tell BookIt to use LeanData Working Hours (People > Settings > Schedules) to identify open hours within which a user will be available for scheduled meetings. 

It’s important to note that if a user does not have a working hours set explicitly assigned to them (default working hours do not count), LeanData will use the opening hours specified in the Meeting Type that is selected in the BookIt FlowBuilder routing logic.

Example: The BookIt FlowBuilder routing logic selects user John Smith and meeting type “30 Minute Meeting” for the scheduling response after webform submission. The meeting type “30 Minute Meeting” has opening hours of M-F 9:00AM-5:00PM. However, John Smith also has working hours set up in LeanData and his hours are M-F 8:00AM-6:00PM. The LD Admin has toggled on the above setting and so therefore when the scheduling page is shown, only available times within John’s LeanData working hours are shown (M-F 8:00AM-6:00PM). 

Configure BookIt

We will now walk through a few basic steps that need to be completed to set up BookIt and test a basic end-to-end flow.

Enabling BookIt

To enable BookIt, LeanData Professional Services will need access to your org as a LeanData Admin.

Create Meeting Types

On the Meeting Types page, you will be able to configure meeting types (also called scheduling pages). These meeting types will be able to be selected in your BookIt FlowBuilder graph - you will select the user with whom you’d like the routed prospect to book a meeting with and also your selected meeting type. Please visit the Meeting Types page and create a new Meeting Type (also called scheduling page). You will follow a wizard experience to create the meeting type. Once you have configured the meeting type, click edit on the meeting type to make additional customizations.

The BookIt Settings Guide includes the details of configuring Meeting Types.

Build out your BookIt Graph

If you are using BookIt for Forms or BookIt Handoff Smart Rep Suggestions, create your first BookIt graph. Create a new graph and design your routing logic. Make sure to label your trigger node with the EXACT name that you used in your webform snippet (explained in the section below). 

Refer to our BookIt FlowBuilder guide.

Round Robin Pools and Territories

BookIt supports the use of Round Robin Pools and Territory Segments for scheduled meetings, however, you will need to create new Pools and Territory Segments exclusive to BookIt.

Please Note: You can share Territory Segments with other routers, however, if the Segment references queues or non-BookIt Round Robin Pools, the Segment cannot be used. Also If the Territory Segment routes to a user that has not Authorized their calendar, the prospect will be routed down a fallback edge.

Best Practice: Make sure if your Territory Segment is shared, it does not reference queues or non-BookIt Round Robin Pools. Make sure everyone that owns a territory has authorized their calendars for BookIt.

For more information about Round Robins and Territories, please see our guides:

Round Robin Overview

Territory Management Overview

Authorize Users and Enable Product Access

Every user for whom you would like BookIt to schedule meetings must be authorized in BookIt. You can do this in one of two ways, either by inviting multiple users in bulk, or by sending an authorization link to the user. In addition to this, you can specify which BookIt Product(s) the user will have access to.

Bulk Invite Users to BookIt

Navigate to the LeanData Tab > People > Users  and select the Users you would like to invite to authorize in BookIt. 

Once your Users are selected, click on the Actions button, then click Invite to Authorize for BookIt.

You will see a page that allows you to select which BookIt Products you wish to give these User(s) access to.

Click Yes, Invite User(s) and these users will receive an email invitation with instructions on Authorizing their calendar.

Authorization Link

To get the authorization link, navigate to the LeanData Tab > BookIt > Settings > General Tab.

In the Authorization link section, click the Copy Link button and send to the users you would like to authorize for BookIt.

Whether your Users use the Authorization link or click the Authorize Calendar Button in their invite, it will take them to a page where they can begin the authorization process to connect their Google / Microsoft calendars. 

When they step through the authorization, make sure the reps select the checkboxes next to all of the following permissions.

• See, edit, share, and permanently delete all the calendars you can access using Google Calendar
• Associate you with your personal info on Google
• See your personal info, including any personal info you’ve made publicly available

Editing Product Access

If you need to enable a User's access for additional products after their initial authorization, from the LeanData tab, navigate to People > Users > BookIt Tab. Then select the Users for whom you need to edit their product access. Under the Actions button, select Edit Product Access.

You will be taken to a screen where you can select which BookIt Products each User should have access to.

Click Save Changes when you are finished.

Marketing Automation Webform Updates

The next step is to ensure your marketing automation webform is equipped with the proper snippets and linked to LeanData BookIt. Please find your supported platform in our Platform-Specific BookIt Implementation guides to get started. The LeanData Professional Services rep assigned to you can work with your web team to implement the code.

Google Analytics Support

LeanData BookIt can support Google Analytics tracking on your Webform pages as well as within LeanData's BookIt scheduling pages. To do so, you can include your unique Google Analytics ID to the BookIt. See an example of how to do this on the LeanData BookIt for Forms Custom Code Snippet Options page. During implementation, work with your LeanData Professional Services rep to be sure this is added to your script. 

Summary

This guide is designed to help you and LeanData Professional Services get BookIt set up and deployed as quickly as possible. BookIt was designed to be implemented by Professional Services with help from you.