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How to Create a Meeting for One or More Contact

How to Create a Meeting for One or More Contact

Step 1

Click "Contacts" on the system's left side.

Step 2

Use the Keyword Search or Filter to locate the Contact/s you want to invite to the Meeting.

Keyword Search
1. Click into the Search field, and add a Keyword such as a name, email, or phone number to locate a Contact.
2. Click the box to the left of the Contact name to select it.
Filter
1. Use the Filters to build the custom list of Contacts you want to invite to a Meeting.
  In this example, I will create a list of filtered Contacts that have the Activity of clicking a link I've sent out.
  1. Click on "Filter" at the top right of the Contacts section.
  2. Click on 'Activity."
  3. Click the box "clicked link."
  4. Click "Apply".
    1. You will see a Filter "bubble" underneath the Contacts keyword search field that verifies the Filter you applied.
    2. You will see the number of Contacts within the Filtered list directly under the Contacts title at the top left side of the page.
  5. There are two options for creating a meeting in Contacts from this filtered list: Choose "ALL" or Customize the List.
    1. Choose "ALL".
      1. Click the top left box at the top left corner of the results to choose "ALL."
      2. You will see a message stating, "'XX' Contacts Are Selected" (black text) and "Select all 'XXXX' Contacts" (blue text.)
      3. Click on the "Select all 'XXXX' Contacts" with the blue text.
        *Note: Contacts Selected equals the total of Contacts you can see on the selected page view of 8, 10, 25, or 50 Contacts per page. Selecting all Contacts allows the system to include your ENTIRE Database in the meeting invitation.
    2. Customize the list.
      1. Click the top left box at the top left corner of the results to choose "ALL."
      2. Click each box to the left of Contacts to uncheck if you do not wish to be invited to the meeting.

Step 3

Click "More" across the top right of the Contacts tool banner.

Step 4

Click on "New Meeting."

Step 5

A Meeting Form pop-up will appear. Place your cursor in the "Title" field, and add the meeting's name.

Step 6

If you have more than one Calendar synced, click the dropdown menu and select the calendar you want to use to schedule the meeting.

Note: By default, the New Meeting pop-up menu will display:

Today's date.
"Noon" will show as the selected time.
Time zone tied to your synced Calendar.
30-minute Duration
"Do Not Repeat" will be set on Recurring.
Online Meetings will be set to "No".

Step 7

Via the "Date" section, click to select the Date of the meeting

Step 8

Via the "Time" section, click to choose the Time of the meeting.

Step 9

Choose the "Duration" of the Event. Click on a Duration dropdown menu option to select the length of the meeting

Options include
- 15 minutes
- 30 minutes
- 45 minutes
- 1 hour
- 1 hour 15 minutes (75 minutes)
- 1 hour 30 minutes (90 minutes)
- 1 hour 45 minutes (105 minutes)
- 2 hours (120 minutes)

Step 10

Easily set up a one-time meeting, recurring meeting, or all-day meeting.

Options include;
- If your meeting DOES NOT REPEAT, leave that setting in place and move on to the next step.
- If your meeting repeats, choose "DO NOT REPEAT" and then click on the recurring option in the dropdown menu.
  - Daily
  - Weekly
  - Monthly
  - Yearly
- If the meeting is an "All-Day" event, click the box below "Duration" to add a checkmark to indicate that it will last the entire day.

Step 11

The time zone setting has two options. It is pulled directly from the calendar settings you have synced with on the CRM side in Settings.

If the Time Zone shown is correct for the meeting you're creating, skip to the next step.
If the meeting's Time Zone differs from the one you have selected via your synced Calendar settings in Google Calendar or Microsoft 365 Outlook, click the Time Zone dropdown menu, then click on the time zone desired for the meeting you are setting.

Step 12

If this is an online meeting, click the dropdown selection, then choose the type of Online Meeting. If this is an in-person meeting, skip to step 10.

None
- Skip this setting if the meeting is in person at a physical location
Google (Meet)
- To use Google Meet, you must be synced with Google Gmail within Settings and via the Integration, Email Apps section.
Zoom
- It would be best if you were synced with Zoom within the Settings section and via the Integration, Other Apps section to use Zoom.

Step 13

It's time to assign guests to the meeting you are creating.

You will see the Contacts you selected from the Keyword search or Filter list in the "Assign Guests" field.
1. Remove a Guest
  1. Click the "X" to the right of the Contact to remove one from the meeting.
2. Add a Guest
  1. To add a contact, search for the contact name using the keyword.
  2. Click the matching name/s to assign them to the guest list for the event
    1. the name will be highlighted in gray when added.

Step 14

Add the physical address of the location where you are meeting the Assigned Guest/s. If you created an online meeting, you can skip step 11.

Click on the Location field.
Type in the name of the business or physical address where you will be meeting the Assigned Guest/s
Click on the matching location information to add it to the Location for the event.
1. Google powers the Location field.

Step 15

Add the meeting details for the Assigned Guest/s to convey any details they may need to know before joining you online or at a physical location.

The tool selections across the top include;
1. Bold
  1. To add Bold, use your cursor to highlight the word or phrase you want to emphasize, then click on the "B" icon to make the text bold.
  2. To remove bold text, use your cursor to highlight the text or phrase from which you want to remove bold text, then click the "B" icon to remove the bold text.
2. Italic
  1. To add Italics, use your cursor to highlight the word or phrase you want to emphasize, then click on the "I" icon to make the text italic.
  2. To remove Italics, use your cursor to highlight the text or phrase you want to remove italics from, then click the "I" icon to remove the italic text.
3. Underline
  1. To add an underline, use your cursor to highlight the word or phrase you want to emphasize, then click on the "U" icon to create an underline on the chosen text.
  2. To remove an underline, use your cursor to highlight the text or phrase from which you want to remove the underline, then click the "U" icon to remove the highlight from the chosen text.
4. Bullets
  1. Click the three horizontal lines icon to add Bullet points to the description area.
5. Ability to hyperlink information
  1. To add a clickable link to a word or phrase, use your cursor to highlight the text or phrase, then click the link icon.
    1. Via the "Edit Link" pop-up box,
      1. Please verify that the name of the link is correct, or update it there
      2. Please paste in the link you want them to be directed to when they click the word or phrase you hyperlinked to learn more information
      3. Click the blue "Save" button to complete the setup of the hyperlink
        Click outside of the description box to abandon setting up a hyperlink
6. Add an existing Scheduler event link you have previously created that will allow people to book another type of Meeting with you.

Step 16

You're almost done creating the online or physical location Meeting. One step to go!

Review each step of information you input to be sure you were accurate, correct any errors, or make any additional edits.
1. Click the blue "Create" button at the bottom right of the Meeting to create it and send the invitation to the Assigned guest/Guests.
2. Click the word "Cancel" to abandon creating the Meeting or click the blue Create button to complete setting up the Meeting.

Step 17

Click on the "Meetings" tab to see the scheduled meeting and view upcoming Meetings for Contacts and Pipeline Deal Cards. You will also see Meetings on your Dashboard Calendar, within My Calendar, in Calendar, and on your synced Calendar/s.