How to Create a Meeting on a Contact Record

Step 1

Open a Contact Record.

Step 2

There are two ways to open a Meeting for a Contact Record:

Click the "Activity" Dropdown Menu.
Click the "Meetings" Tab.

Step 3

Via the "Title" field, add the name of the meeting.

Step 4

Via the "Calendar" field, the system will choose your Sync'd Calendar. If you have more than one Calendar synced, 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".
The Contact name will be in the "Assign Guests" field.

Step 5

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

Step 6

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

Step 7

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 8

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 DOES repeat, choose one of the following options: "DO NOT REPEAT" and then click on the recurring option on 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 it will last the entire day.

Step 9

There are two options for the Time Zone setting. The Time Zone is pulled directly from the calendar settings you have synced in the CRM Settings.

If the Time Zone shown is correct for the meeting you're creating, skip to the next step.
If the Time Zone of the meeting 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 10

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)
- You must be synced with Google Gmail within the Settings and via the Integration, Email Apps section to use Google Meet.
Zoom
- You must be synced with Zoom within the Settings section and via the Integration, Other Apps section to use Zoom.

Step 11

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

The Contact name will be within the Assign Guests field.
To add Contacts, Keyword type Contact names into the field
Click the matching name/s to assign them to the guest list for the event
1. the name will be highlighted in gray when it's added

Step 12

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 13

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, use your cursor to highlight the text or phrase you want to remove bold from, 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 you want to remove the underline from, then click the "U" icon to remove the underline 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. Verify that the name of the link is correct, or update it there
      2. 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 14

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 15

Click on the "Meetings" tab to see the scheduled meeting. You will also see it on your Dashboard Calendar, within My Calendar, located in Calendar, and on your synced Calendar/s.