Contents:

• Overview
• Calendar Permissions for BookIt Handoff
• Adding the BookIt Handoff Button
• Adding the LeanData URL to Salesforce Trusted URLs
• Using BookIt Handoff
• Configuring BookIt Handoff
• Setup Tab
• Handoff Compatible Objects Tabs
• Working with Smart Rep Suggestions
• Summary

 

Overview

Sales reps often need to schedule follow-up calls with sales team members during live conversations. BookIt Handoff streamlines this process by displaying available time slots for relevant reps or round-robin pools with a single click—making it simple to schedule calls real time--while prospects are still on the line. BookIt Handoff can be accessed from Leads, Contacts, Accounts, Opportunities, and Cases.

Example: Rachel is speaking to a prospect and they ask for the next steps. She clicks on the BookIt Handoff button on the Lead in Salesforce. A calendar with the Account Owner’s availability for a 30 minute Demo Call pops up and Rachel selects an available slot a and books the meeting while the prospect is still on the phone. Upon booking the meeting, a confirmation email is sent to the prospect and the Account Owner.

 

Calendar Permissions for BookIt Handoff

BookIt Handoff uses the calendar token of the meeting scheduler (i.e., the logged-in user) to access calendar availability for reps when scheduling meetings. For this to work, the scheduler must have permission to view each rep’s calendar.

If the scheduler does not have access to a rep’s calendar, BookIt Handoff cannot retrieve that rep’s availability and will be unable to schedule meetings on their behalf.

To enable scheduling with BookIt Handoff, each rep must share their calendar in one of the following ways:

• Directly with the meeting scheduler
• With their entire organization

This calendar sharing setup is required to use BookIt Handoff

For instructions on how to share your calendar, please refer to your calendar platform's documentation.

 

Adding the BookIt Handoff Button

For reps to access BookIt Handoff directly from records in Salesforce, add a BookIt Handoff button to your records in Salesforce.

To Add the BookIt Handoff Button:

1. Navigate to Salesforce Setup > Object Manager > Lead (or other Object)
2. Click on Buttons, Links, and Actions.
3. Click on New Action.
4. Select Lightning Component as the Action Type
5. Select LeanData:BookItHandoffAssistantLC in the Lightning Component box. If you do not see this option please reach out to LeanData to ensure BookIt Handoff has been enabled for your Salesforce instance.
   • Do not use LeanData:InstantHandoffLC unless directed by LeanData
6. Edit the rest of the Action Information as needed.
7. Click Save.

 

Adding the BookIt Handoff Button to your Page Layouts

1. Navigate to Page Layouts.
2. Click on Lead (or other object) Layout.
3. Click on Mobile & Lightning Actions.
4. Find the BookIt Handoff button created above and drag it to the Salesforce Mobile and Lightning Experience Actions section.
5. Click Save.

Please note: If you don't see the BookIt Handoff Button after adding it to your proper layout, you may have Dynamic Actions enabled in your Salesforce instance, and you'll need to add the Action using the Lightning App Builder Record page configuration.

 

Adding the BookIt Handoff Button to your Record Page in Lightning app Builder

If you have Dynamic actions enabled, you'll have to add the Handoff Button to your record page in Lightning App Builder.

1. Navigate to Lightning Record pages.
2. Click on the Record Page you wish to modify.
3. Click Edit.
4. Click on the Highlights Panel on your Lightning Record Page.
5. On the right side panel, click on New Action in the Actions section.
6. Find the BookIt Handoff action and add that to your Actions.
7. Reorder your actions so that the BookIt Handoff will be included in the visible actions in the Highlights panel.
8. Click Save.

 

Adding the LeanData URL to Salesforce Trusted URLs

To ensure that the content security policies do not block BookIt Handoff, you must add the LeanData app URL to the list of your trusted sites. To do this:

1. Navigate to Salesforce Setup > Security > Trusted URLs

   

2. New Trusted URL Button
3. Enter the following information:
   • API Name: LeanData_App
   • URL: https://*.leandata.com
   • Active: Checked
   • CSP Context: All
   • frame-src (iframe content): Checked
4. Click Save

 

Using BookIt Handoff

For details on using BookIt Handoff and a walkthrough of the scheduling interface your reps will see, please see the BookIt Handoff Interface Guide.

 

Configuring BookIt Handoff

The settings to configure Handoff are in the LeanData App with the BookIt Settings. The settings can be accessed by navigating to LeanData > BookIt > Settings > BookIt Handoff.

Under BookIt Handoff > Settings, there is a Setup sub-tab as well as individual sub-tabs for each Handoff compatible object.

 

Setup Tab

On the Setup Tab you will find the following settings:

• Instant Handoff
• Distribution Method
• Availability Threshold
• Default Meeting Type

Instant Handoff

Toggling on the Instant Handoff setting will allow your reps to see which reps are available now and facilitate an meeting with a rep immediately using the Meet Now button.

For more information on using Instant Handoff, please see the BookIt Handoff User Interface Guide.

Distribution Method

This setting allows you to choose your distribution method for count-based pools. This will be a fallback for whichever setting you use in Smart Rep Suggestions nodes. 

There are three options here:

• Manual Selection - This gives schedulers the option to select any user in the round robin pool.
• Pooled Availability - This will display the pooled availability of all the users in the pool, which maximizes the open time slots for the scheduler. If multiple pool members are available at the selected time, the meeting will be scheduled with the rep with the lowest meeting count.
• Round Robin Distribution - Distribute the meeting to the pool member with the lowest meeting count to ensure fairness, as long as they meet the Availability Threshold (set below). If the next-up rep does not meet the Availability Threshold, the availability of additional pool members—in order of fewest meeting count—will be added until the threshold is met.

Availability Threshold

This setting determines the number of open time slots the next-up rep must have to receive the meeting when using the Round Robin Distribution method. This will affect the Round Robin Distribution method used both in Smart Rep Suggestions and non-Smart Rep Suggestions.

Default Meeting Type

This setting allows you to configure which meeting types will be selected by default when your rep opens BookIt Handoff. Reps can select other available meeting types from the dropdown in the Handoff interface if desired.

 

Handoff Compatible Objects Tabs

In addition to the Setup sub-tab, there is a sub-tab for each Handoff-compatible object. Below we'll cover the Contact sub-tab, but similar settings are configurable across all compatible objects.

Smart Rep Suggestions

This setting enables Smart Rep Suggestions for Handoff on this specific object. When enabled, you can use a FlowBuilder graph to determine which reps appear as options when a user clicks the Handoff button on this object.

Assign Main Host to Salesforce Field

Use the Assign Main Host to Salesforce Field settings to optionally assign the meeting owner to fields on the record when BookIt Handoff meeting is booked. This defaults to Owner ID but you can use the picklist to select another field as needed. Click Clear to remove the selected field.

Please note: When configuring this setting for other objects (such as Account or Opportunity), you can also specify which user fields should be assigned on related objects.

Create Salesforce Event

The Create Salesforce Event section has settings to create an Event associated with the record. Creating a Salesforce event will set the following (Object Dependent):

• Event Subject
• Name
• Related To (for Accounts, Opportunities, & Cases)
• Assigned To
• Additional Event Fields

Event Subject

Use the Event Subject to create a subject for the Salesforce Event. You can use the Insert Variables button to the right to dynamically insert BookIt variables into the subject field in your created Salesforce Event, such as the Meeting Category Name, Main Host Name and Meeting Scheduler Name.

Name

The Name of the Salesforce Event will be taken from the record indicated.

Related To

The Related To field specifies which object record the Salesforce Event will be linked to.

Assigned To

Use the "Assigned To" setting to determine who will be assigned the Salesforce Event. You can choose either the Main Host or select a specific owner from the picklist.

Additional Event Fields

Use the Additional Event Fields to update fields on the Event. When you select this option you will be presented with settings for the Event Field and its Value. Select the Field and enter a value for it.

Please note: Your Token User for BookIt needs proper SFDC permissions to create Events. Without these permissions, BookIt cannot create Events.

Additional [Object] Details

When the BookIt Handoff scheduling interface opens, record details appear in the left sidebar. The displayed information varies based on which object you're using Handoff with and what you specify in the Additional [Object] Details section. You can select up to two additional fields from the record to display when Handoff opens.

Host Selection Display Options

As a BookIt Admin, you may want to control which user and round robin pool options are available to your reps who use BookIt Handoff.

In the Host Selection Display Options section, you can toggle which options should be available to your reps when selecting a meeting host. These options may vary depending on which object you're configuring Handoff for. Only the options you select here will appear in the interface.

Please note: These options would only be visible if you have not chosen to use Locked Smart Rep Suggestions.

 

Working with Smart Rep Suggestions

BookIt Handoff’s Smart Rep Suggestions gives you the tools to configure which rep is the best for each situation. Building the suggestions is done through a BookIt Handoff Router Graph for the object(s) you wish to configure.

If you are new to building a Router Graph, we suggest reviewing our FlowBuilder Interface Guide first. This guide will help with the basics of building a Router Graph.

You can access the Smart Rep Suggestion Graphs under BookIt > BookIt Handoff > [Object] Smart Rep Suggestions > FlowBuilder.

Router Graphs for Smart Rep Suggestions are very similar to standard Router Graphs with a few exceptions covered below.

 

Trigger Nodes

There is only one trigger/entry node in a Smart Rep Suggestion graph.

Match Nodes

Match nodes are the same as they are in Router graphs for these objects.

Decision Nodes

Decision nodes include the True/False and Branch nodes and are the same as the ones in Router Graphs for these objects.

Action Nodes

Instead of routing / assignments nodes you might find in Router Graphs, you will find nodes to Suggest Meetings with the intended Users.

To restrict host options, check the Lock Suggestion box next to your host selection. This prevents reps from choosing any host other than those you've suggested.

You can similarly lock the Meeting Type by selecting this option, which will require reps to use only the meeting type specified in this node.

If you would like to Create a Salesforce Event and customize the Event details for meetings booked through this specific action node, you can toggle on the Create Salesforce Event setting in an action node and configure accordingly.

 

Summary

BookIt Handoff gives your reps a more efficient way to schedule a meeting with another record directly from a relevant record in Salesforce.

 

If you need additional assistance please submit a ticket with LeanData support .