Contents:

• Overview
• Definitions
• Use Cases
• Authorization
• Your Auto-Created Booking Link
• Personalizing Your Profile
• Creating Booking Links
• Managing your Booking Links
• Meeting Type Management
• Summary

 

Overview

BookIt Links allows you to create and send personalized links that your prospects can use to book a meeting with a specific User or group of Users, according to your calendar availability. The meeting will be booked according to the parameters of the Meeting Type associated with the link. You may also use BookIt Links to book meetings on behalf of other Users and according to global or Personal Meeting Types.

 

BookIt Links: Getting Started for Users

For a step-by-step walkthrough to get started quickly, please visit our BookIt Links: Getting Started for Users page.

 

Definitions

• Admin-Managed Meeting Type - Meeting Types created by a LeanData Admin which can be used as a template for other meeting types.
• Personal Meeting Types - Meeting Types that are created by end Users
• Locked Meeting Types - A Meeting Type that is not available to be used by others to generate links.
• Unlocked Meeting Types - A Meeting Type that is available for use by others to generate links.
• Host - the User who is a required attendee for any meetings booked with a link. The Host will be determined by the User who is generating the link.
• Additional Attendees - Optional Users who are included in the meeting invite, but are not required to attend.

 

Use Cases

• Individual Booking Links: Present an individual’s calendar availability via a meeting link. Enable buyers to efficiently schedule meetings with a team member without back and forth coordination.
• Group Booking Links: Present multiple users’ calendar availability via a meeting link. Improve team selling by grouping the right team members to take on a call with a buyer.
• Pooled Availability Booking Links: Present the pooled availability of all members of a selected BookIt Round Robin Pool, giving the most options for a prospect to book according to their availability.
• Personal Meeting Types: Enable users to create and customize personal meeting types. Establish meeting type best practices and empower users to customize their working hours, confirmation emails, and reminders.
• Standard Link: A link created by the admin in which ownership is transferred to the user the link is created for.
• Managed Link: A managed link is a parent link that can be assigned to one or more users. When assigned to a user, a child link will be created for that user.
• Multi-Meeting Type Link: A link that directs users to a landing page where they can choose from several different meeting types.

 

Authorization

In order to use BookIt Links, you must first be authorized and ensure your calendar is connected. Please reach out to the LeanData Admin in your organizations and have them follow the Authorization Instructions in the BookIt Implementation Guide. If you are already authorized for other BookIt products, you may skip this step.

 

Your Auto-Created Booking Link

The first time you connect your calendar, BookIt sets you up with a booking link you can share right away, so you do not have to build one before your first meeting. Two items are created for you:

• A personal booking link, pinned to the top of your My Links page.
• A default Personal Meeting Type named 30 Min Call with {First Name}, found under BookIt > Meeting Types > My Personal Meeting Types. It is set to a 30 minute duration and is Locked, so only you can use it to generate links.

Your auto-created link is private, which means you share it by sending the URL directly. It does not appear in the Links Library for the rest of your organization unless you edit it.

Both items work like anything else you create yourself. You can edit, duplicate, or delete the link from the Actions menu on your My Links page, and you can edit, unlock, or delete the Meeting Type from your My Personal Meeting Types page.

Whether this link is created for you depends on settings your LeanData Admin controls. If you have connected your calendar and do not see a link on your My Links page, reach out to your Admin, who can review the details in the BookIt Links Admin Guide.

 

Personalizing Your Profile

Your profile photo appears on the booking pages prospects see when they use your BookIt Links, helping them recognize who they will be meeting with and giving the booking experience a more personal feel.

To upload or update your profile photo, navigate to your user profile settings within the LeanData app > People > Users > BookIt > [Your User]. From there, you can upload a new image, replace an existing photo, or remove your current photo.

For best results, use a clear, professional headshot. Your profile photo is displayed on Individual, Group, and Pooled Availability booking pages, as well as on the host card for any Multi-Meeting Type landing pages on which you are designated as a Host.

 

Creating Booking Links

To create links that prospects can use to book Meetings with you or another BookIt Links User, navigate to BookIt > BookIt Links > My Links. Here you will be able view and manage your own booking links as well as create new booking links.

To create a new link, click on Create Booking Link, and you will be taken through a wizard which will guide you through the link creation process.

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Select Booking Type

If you want your link to book meetings with just one specific host, select Individual. You can also select Pooled Availability to display the pooled availabilty of an entire BookIt Round Robin Pool. If you wish to include multiple Hosts, either required or optional, select Group.

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Select Host(s)

Individual Booking Link

If you selected Individual, you must select the Main Host from the dropdown on the next page. By default, this will show the logged in User, but you can choose any User authorized for BookIt Links from the dropdown. You may also select a BookIt Pool, which will allow you to select a User from a list of all the Users in that Pool. The Main Host's calendar will be used when booking through this Booking Link.

Group Booking Link

If you selected Group, you will also have to identify a Main Host in the same manner, but you can also optionally add additional Hosts by clicking the Add Host button and selecting a BookIt User or User from a BookIt Pool from the dropdown. You can have up to 20 hosts for a Group Booking Link.

An additional Host can either be designated as a required Host, or marked as optional.

When a Group Booking Link is used, the calendar availability displayed to the prospect will reflect the calendars availability of all required hosts.

To designate or change a Main Host, click the Crown icon displayed to the right. The User marked with the Crown is the Main Host. Only one Main Host can be designated for the Booking Link.

Hosts with a filled Person Icon are required hosts and Hosts with an empty Person Icon are optional. To toggle a Host between required and optional, simply click on the Person icon next to their name.

To remove a host from a Group Booking Link, hit the X icon by their name.

Pooled Availability Booking Link

If you selected Pooled Availability, you select one of your count-based BookIt Round Robin Pools, and an available Host will be chosen according to your guest's preferred calendar availability when they use the link.

Select Meeting Type

After selecting your Host(s), select the Meeting Type you would like to use for this Booking Link. You can select either an Admin Managed or a Personal Meeting Type. If you had selected a Main Host other than yourself, you can select one of their Personal Meeting Types if it has been unlocked and made available for use

When creating a Multi-Meeting Type Link, you can select multiple (up to 10) meeting types to include on the landing page that visitors will see when they use this link.

Set up Landing Page (Multi-Meeting Type Links only)

If you are creating a Multi-Meeting Type Link, you will have an extra step to set up a landing page. This is the page where a prospect will choose from multiple meeting type options.

On this page, you can customize the description that will appear on your landing page, add your company logo, and select a theme color for page accents.

Edit Meeting Details (Standard Link Only)

If you are creating a Standard Link, after selecting your Meeting Type, you can also adjust certain aspects of your meeting details such as your Meeting Info and Calendar Invite. These adjustments will not actually modify the Meeting Type that was used to create these meeting details, but will be specific to this particular link.

Details such as Display Name, Date Range, and Buffer Time, and Calendar Invite Details such as Event Name, Location, and Event Description can be modified.

If the parent Meeting Type has the Create Calendar Buffer Events setting enabled, adjusting the Buffer Time on the link also creates visible buffer events at the adjusted duration on the host's calendar.

Enter Link Details

On the next page, you will be be able to customize your Booking Link details:

• Link Name: This will be the name of the link to help distinguish it from other links when managing them in the LeanData interface. By default, the link name will take the Name of the Meeting Type you used.
• Link URL: You can customize the actual link URL if you would like. In addition to any custom text you incorporate in the Link URL, LeanData will also generate a unique link ID as a part of that URL. This unique ID is not customizable and will be a part of your Link URL.
• Create Leads: Toggle this option on if you would like to create a new Lead in Salesforce each time this link is used.
• Expiration: You can set an expiration date for the link, after which, it will no longer be usable. If you do not want your link to expire, you can select Never.
• Notifications: you can email additional users whenever a meeting is booked using this link. The recipient of the notification does not necessarily have to be a meeting host, but can be anyone whom you would like notified.

Preview Link Details

On the next page, you will be able to see a summary of your link details before saving and generating a link. Please review your link details and make any final adjustments before proceeding. Once your link details have been confirmed, click Save & Generate Link.

Generate Link

On the next page you will find your Booking Link URL, which you can copy and send to whomever you would like to Book a meeting with your specified parameters.

If you would like to preview the Booking page, click on the Preview this page link.

Click Done when you are finished.

 

Managing your Booking Links

All of your links can be found on the main BookIt Links page found on BookIt > BookIt Links > My Links.

You will see two tabs on this page: My Links and Links Library.

My Links

On the My Links Page, you will be able view to all of your personal links as well as links that were created for you by an admin. This page will display details such as the Link Name, Meeting Type, Duration, Host(s) and Expiration. Expired links can be viewed by unchecking the Hide Expired Links check box. These will have their expiration date in red.

Managed Links created by an admin for you will be designated in the Source Column.

Link Actions

When hovering over a Booking Link, you will see several actions appear on the right side of that row.

Copy Link & Single-Use Links

You can quickly copy the URL for any Active link by clicking the Copy Link button. Clicking the dropdown arrow by the Copy Link button will give you the option to copy a Single-Use Link which will retain the properties of the selected link, but will stop working after a single meeting is booked.

For more information on Single-Use Links, please see BookIt Links - Single Use Links.

Actions menu

• Pin: To help organize the list of links, you can select the Pin action in the Actions, this will pin this link to the top of your list and add a ribbon icon so that it is easily accessible. If the Link has already been pinned, you will see the Unpin action instead.
• Create BookIt Invite: Clicking this option will take you to a page that will let you select your preferred meeting times and create a BookIt Invite.
• Edit: You can edit your link details by clicking Edit.
• Duplicate: You can create a duplicate link with the same link details but a unique link URL using the Duplicate action.
• Delete: To permanently remove a link, use the Delete action. If someone uses a link URL that has been deleted, they will encounter an error message. You won't be able to delete Managed Links.

Expired Link Actions

Expired links will be displayed with their expiration date highlighted in red. Expired links will remain for 90 days, and then they will be automatically deleted. These will have different actions available in the Actions dropdown, to either Reactivate or Delete the Link.

When reactivating a link, you will need to select a new expiration time, or select Never to make a link that does not expire.

Links Library

The Links Library tab will show all the Booking Links in your organization. You cannot edit or modify these links, but you can copy the link url itself by clicking the Copy Link button that appears when you hover over a link. If you would like to add a link to your own My Links page, you can click the + Add to My Links button that appears when hovering over a link.

 

Meeting Type Management

In most cases, you can simply use an existing Admin Managed Meeting Type to create your Booking Links. But if you would like to create your own Meeting types, you can do so by navigate to the LeanData App > BookIt > Meeting Types > My Personal Meeting Types.

Here you can see the Meeting Types created by an Admin, any personal Meeting Types you have created, or you can create a new Meeting Type.

For more detailed information on creating Meeting Types, please see the Meeting Types Section of the BookIt Settings Guide.

From this page, you will be able to see details for all of your Personal Meeting Types. Please note that any Admin Managed Meeting Types will also be available so that you can duplicate them for use as templates for your Personal Meeting Types.

1) Filtering and Searching

If you have many different Meeting types, you can filter out Admin Managed Meeting types, or use the search bar to find the Meeting Type you would like to manage.

2) Admin Managed vs Locked vs Unlocked Personal Meeting Types

Admin Managed Meeting types will be visible to all Users, and can be used as a template for you to create your own Personal Meeting Types. Locked meeting types will be denoted with a Lock icon next to the Personal Label, while Unlocked Meeting Types will just be denoted with a Personal label. Locked Meeting Types can only be used by the User who created them, while Unlocked Meeting Types can be used by others to generate links.

3) Links Usage

From this page, you will also be able to see how many links are using each Meeting Type in the Links Usage Column.

4) Actions

By hovering over a Personal Meeting Type, you will be able to Duplicate, Edit or Delete it. Please note that you will not be able to delete a Personal Meeting Type if it is currently being used by an active link. Users cannot edit or delete Admin Managed Meeting Types, but you can duplicate them to create your own Personal Type.

 

Summary

BookIt Links allows you to efficiently book meetings using customizable scheduling links, eliminating back and forth and removing obstacles to booking meetings with the right reps.

For additional assistance please submit a ticket to LeanData Support.