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 Scheduling 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.*

 

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.

Creating a Meeting Type

Each Meeting Type must be created with a unique name.

• Navigate to BookIt > Meeting Types > Meeting Type Management (or My Personal Meeting Types.)
• Click on Create Meeting Type.

General Tab

In the General tab:

• 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.
• Select the Product this Meeting Type will be used for.
• If needed, add a Description for the event.
• Add a Meeting Category. This will be used to determine distribution in Count-Based Pools.
• Enter a Fallback 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.

Availability Tab

• Click the Availability tab

Booking Times

• In the Booking Times section, set a meeting Duration for how long you would like these meetings to be.
• Select a Start Time Interval. This determines whether meetings can start on the hour, half hour, or at 15-minute marks.
• Set the Date Range.
  • A Relative Date Range will dictate how far into the future a User's calendar will be available to book. Relative Date Ranges can be set up to 6 months out.
  • 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. For tradeshows and other in-person events, see the LeanData Scheduling - Tradeshows & In-Person Event Scheduling Guide.
• Set a Buffer Time. Buffer time defines how much time is reserved before and after meetings for preparation or wrap-up work. Buffer durations always shape availability: prospects searching for open slots only see times that accommodate the configured before and after buffers. The Before Buffer and After Buffer dropdowns offer 5 minute, 10 minute, 15 minute, 30 minute, 45 minute, and 60 minute options.
  • Example: If you set a before buffer of 15 minutes and the rep has an existing meeting that ends at 3:00pm, a prospect cannot book a meeting starting at 3:00pm.
  • The Create Calendar Buffer Events checkbox, controls whether visible buffer holds appear on required hosts' calendars. The checkbox is unchecked by default.
    • When the checkbox is unchecked, buffer durations still shape availability, but no separate events are placed on the required hosts' calendars.
    • When the checkbox is enabled, BookIt creates actual calendar blocks, named "Meeting Buffer" with a status of Busy, around each booked meeting that match the configured buffer durations. These will only appear on required hosts' calendars.
    • Buffer events will be tied to the meeting they support:
      • Created when the meeting is booked.
      • Updated or recreated when the meeting is rescheduled.
      • Deleted when the meeting is cancelled.
      • Removed from the previous host and recreated on the new host's calendar when the host changes.
      • Meeting Type changes apply to future bookings only. Buffer events on already-booked meetings are not retroactively updated.
    • Buffer events follow the meeting whether the cancellation or reschedule happens in BookIt or directly on the host's calendar:
      • When the meeting event is deleted on the calendar, its buffer events are deleted as well.
      • When the meeting event is moved to a different time on the calendar, its buffer events are re-anchored immediately before and after the new meeting time. Any buffer events that are missing are recreated, and buffer events left behind at the old time are cleaned up.
    • Deleting or moving only a buffer event, while the meeting itself stays on the calendar, is treated as intentional. The meeting is unchanged and the buffer event is not recreated. The full set of buffer events is reestablished the next time the meeting is rescheduled.
• Set the Min Booking Notice. The Booking Notice is how much advance time is necessary to book a meeting.

Working Hours

• Click the Working Hours section. This page controls which hours during the week reps are available for meetings.
  • User’s Working Hours: This option respects each User’s working hours as configured in the BookIt Working Hours defined for each User in LeanData (People > Settings > Schedules). If a User only has the default working hours assigned, LeanData uses the Meeting Type Working Hours specified later on this page for this Meeting Type.
  • Meeting Type's Working Hours: This option uses the working hours specified on this page for this meeting type. This overrides any working hours assigned to the User in LeanData. When using Meeting Type working hours, LeanData uses each User’s time zone as specified on their Salesforce User record.

Limits

• Click the Limits section.
  • Use this tab to set daily and weekly limits on how often a rep can be scheduled with this meeting type. These limits apply based on when meetings occur, not when they are booked.
• Set Daily Limits to restrict how many meetings of this type can occur per day for each rep. You can specify when this limit resets each day.
• Set Weekly Limits to restrict how many meetings of this type can occur per week for each rep. You can specify the day and time when this limit resets each week.
• Meeting Type Limits apply to all required hosts on the meeting type. If a meeting includes multiple required hosts, it counts toward each host's limit.
• When a rep reaches the limit for a time period, the scheduling page will not show any additional available time slots for that rep during that period. For BookIt Handoff, the day or week will appear blocked off.
• For rescheduled meetings, BookIt allows the meeting to be rescheduled within the same interval because the existing meeting already counts toward the limit.

Scheduling Pages Tab

• Click the Scheduling Pages tab. This is where you will configure how the scheduling page will appear to whomever is booking the meeting.

Meeting Details

• Click on the Meeting Details section.
• Enter a Meeting Name. This will appear as the title of the scheduling page itself.
• If desired, enter a Description. This will appear on the scheduling page itself.
• Click the Preview button to view a preview of how your scheduling page would look with your current settings

Form Fields

• Click on the Form Fields section. Use Form Fields to add up to 5 additional fields on the scheduling form, in addition to First Name, Last Name, and Email.
• Click Add Form Field and enter a Field Name for any additional information you want to capture when booking a meeting.
• Check the Required box if you need to reference this field elsewhere, such as in Notifications. For example, if you set a new form field "Company" as a variable, you can use the company name guests enter in the calendar event name or in confirmation emails. This makes the field required for this Meeting Type.
• Click the Preview button to see how the form field page will look with your current fields and settings.

Styling

• Click the Styling section. This section lets you specify styling elements for this meeting type that override your default styling settings.
• Upload a Company Logo that will be shown on your scheduling page.
• Set a Theme Color that will be the accent color of your scheduling page.
• Click the Preview button to see a preview of how your scheduling page would look with your current settings.

Notifications Tab

• Click the Notifications tab. You can customize invite details and the calendar event here.

Calendar Event

• Click the Calendar Event section. This section lets you configure the details for the calendar event that will appear on the host and guest’s calendar when booking a meeting.
• Enter Title. This will be the title of the calendar event. You may insert any needed variables into the Title.
• 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 a Description. This will be the description in the calendar event. You may insert any needed variables, such as a relative date, or reschedule and cancel links.
• Note: You can insert any field from your webforms, even if it is not available as a variable in the Insert Variables dropdown, by using the syntax {!Field_API_Name}.
• Click the Preview button to see a preview of how your Calendar event invite would look with your current settings.

Confirmation Email

• Click the Confirmation Email section to customize the emails attendees receive when the meeting is booked.
  • Toggle Guest Email on to send a confirmation message to meeting guests.
    • Edit the Subject, Headline, and Message fields as needed. You can insert Variables and Relative Dates.
  • Toggle Email to Host on to send a confirmation message to meeting hosts.
    • Edit the Subject, Headline, and Message fields as needed. You can insert Variables and Relative Dates.
  • Click the Preview button to preview your confirmation email with the current settings.

 

Reminders

• Click the Reminders section to customize the reminders attendees receive when the meeting is booked. These can be email and or SMS reminders.
• Click Create Reminder to create a new reminder.
• Enter a Name for the reminder, then select the Type of reminder, either Email or SMS.
  • For more information on SMS reminders, see our BookIt SMS Meeting Reminders Guide.
• For an email reminder, edit the Subject, Headline, and Message fields as needed. You can insert Variables and Relative Dates, and you can also edit the Name of the reminder.
  • Please note: You can insert any field from your webforms, even if it is not available as a variable in the Insert Variables dropdown, by using the syntax {!Field_API_Name}.
  • Check the Recipients boxes to indicate whether Host(s) and or Guest(s) should receive this reminder.
  • Set the Timing for when the reminder email should be sent. You can add additional sends by clicking Add Timing.
  • Click the Preview button to preview your reminder with the current settings.
  • Click Done.

 

• To add another reminder of a different type or with different details, click Create Reminder again. All existing reminders will be displayed on the page.
• From this page, you can also edit, duplicate, or delete reminders using the Actions dropdown.

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

 

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.

Custom Email Domain

This option allows you to set up a custom email domain as the sender for all BookIt-related emails sent to your prospects instead of the default bookit@leandata.com. For more information, please see BookIt Custom Email Domains Setting.

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.

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.

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.

Schedules Tab

Buffer Dates for 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

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.

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.

Counts & Calibrations Retention

Configure the duration for your Counts & Calibration History. This is how long LeanData will retain your Counts & Calibration History Data.

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.

Styling Tab

The styling tab will define the default styling for your scheduling pages. Individual Meeting Type settings may override these default style settings.

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.

Profile Pictures

Enabling this setting will allow reps to show their own profile pictures on their scheduling pages. Reps can upload their own profile photo on their User page in  People > Users > BookIt Tab

Default Calendar View

This setting allows you to configure the default calendar display for BookIt Authorized Reps, choosing between week view or month view.

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, you must set these fields in order to use the Assign Main Host to SFDC Field further down the page.

 

Assign Main Host to Salesforce 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 Scheduling Timestamp to Salesforce 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.

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.

Scheduling Page Redirect

Use 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.

For questions or additional assistance please contact LeanData Support.