Contents:

• Overview
• Use Cases
• Prerequisites
• Where to Access Meeting Reassignment
• How to Reassign a Meeting
• What Happens After Reassignment
• Considerations
• FAQs
• Summary

 

Overview

Meeting Reassignment lets LeanData Scheduling admins update an existing booked meeting before it begins without canceling and recreating it. From a single workflow, you can change the meeting's host, the meeting time, or both, while keeping the original meeting type, guests, and submitted prospect information intact.

All updates flow through to calendar events, conferencing links, Salesforce events, ownership, round-robin counts, credits, and reminders so downstream systems stay accurate.

Key Terms

• Meeting Reassignment: changing the host on a booked meeting.
• Reschedule: changing the meeting time on a booked meeting from inside BookIt, rather than asking the prospect to use a reschedule link.
• Main Host: the BookIt user who owns the meeting and is treated as the assigned rep across calendar, Salesforce, counts, and reporting.

 

Use Cases

Reassign a meeting from inside BookIt when:

• The original rep is out sick, on PTO, or otherwise unavailable.
• The original rep has left the company and meetings need to transfer to a new owner.
• Coverage changes mean a different rep is the better fit for the meeting.
• The meeting time needs to shift and the original rep is no longer available at the new time.
• An admin needs to clean up after a manual error without involving the prospect.

Meeting Reassignment is performed by a LeanData Admin or Manager and does not re-run routing. Use it when you want a specific person to receive the meeting, not when you want LeanData Scheduling to pick a new owner automatically.

 

Prerequisites

• LeanData version 8.x or higher.
• BookIt Admins, Managers, and Pool Managers who can access the Meeting Logs page (BookIt Handoff and BookIt Links) and the Audit Log (BookIt for Forms).
• The new host must be an authorized BookIt user with valid calendar and conferencing connections.
• For a refresher on permissions, see LeanData BookIt - BookIt Permissions & Access Levels .

 

Where to Access Meeting Reassignment

The process for reassigning meetings depends on which BookIt product was used to book the meeting.

BookIt Handoff and BookIt Links

1. Navigate to BookIt > BookIt [Handoff or Links] > Meeting Logs.
2. Locate the meeting you want to update.
3. Open the 3-dot dropdown on right edge of the meeting row.
4. Select Reschedule Meeting.

BookIt for Forms

BookIt for Forms does not have a dedicated Meeting Logs page, so the Reschedule action lives on the original Audit Log entry for the meeting.

1. Navigate to LeanData > BookIt for Forms > Audit Logs.
2. Locate the Audit Log entry for the meeting you want to update.
3. In the Outcome column of the Audit Log, click the Reschedule button.

 

How to Reassign a Meeting

After you click Reschedule, BookIt opens a constrained version of the BookIt Handoff scheduling page. Meeting type and guests are locked. Host and time are editable.

1. Choose what to change.
   • To change only the host, leave the time as is and pick a new Main Host.
   • To change only the time, keep the existing host and select a new time slot.
   • To change both, update the Main Host and pick a new time.
2. Select the new Main Host (if changing).
   • Pick from the list of authorized BookIt users.
   • BookIt validates that the selected user has valid calendar and conferencing connections.
3. Pick the new time (if changing).
   • Available slots respect the new host's working hours, calendar availability, and any locked configuration on the meeting type.
4. Review the summary.
   • Confirm the meeting type, guests, host, and time before saving.
5. Save the changes.
   • BookIt updates the calendar event, Salesforce event, and conferencing link, and adjusts counts where applicable.

 

What Happens After Reassignment

The post assignment behavior depends on which fields changed.

Host Changed, Time Unchanged

• The meeting status remains Scheduled.
• The prospect is not notified.
  • Note: Microsoft Calendars will notify prospects if meeting is assigned to new owner.
• The original calendar event is updated in place with the new organizer and conferencing link.
• The Salesforce event owner updates to the new host.
• Counts and credits decrement for the previous host and increment for the new host.
• SMS reminders, if enabled, update to reflect the new host.

Time Changed (Host May or May Not Change)

• The meeting status updates to Rescheduled.
• Guests are notified of the new time.
• The original calendar event is updated in place with the new time, and with the new organizer if the host also changed.
• The Salesforce event subject, time, owner, and conferencing link are updated.
• Counts and credits adjust if the host changed.

Meeting History

Each reassignment is recorded so admins can trace what changed, who made the change, and when. The history is available from the Meeting Logs entry, or the Audit Log entry for BookIt for Forms.

 

Considerations

Keep these points in mind when using Meeting Reassignment:

• Routing is not re-run. Reassignment is fully manual. The admin chooses the new host.
• Prospect data is preserved. Submitted form fields, lead and contact context, and meeting type stay the same.
• Deauthorized or deleted users. A meeting cannot be reassigned away from a deauthorized or deleted user using a time-only flow. The new Main Host must be selected explicitly.
• Schedule with Organizer setting. Behavior follows the existing meeting type's Schedule with Organizer configuration.
• Reminder opt-in. SMS reminders respect the original opt-in state. Reassignment does not re-prompt the prospect.
• Meetings in the past. Reassignment is only available before the meeting begins.

 

FAQs

Will the prospect be notified when I change the host but not the time?

No. Host-only reassignments are treated as an internal operational change and do not trigger a prospect-facing notification.

Does reassignment count as a new meeting in reporting?

No. The original meeting record is preserved. Status updates to Rescheduled when the time changes, and stays Scheduled when only the host changes.

Can a rep reassign their own meeting?

At launch, only BookIt Admins, Managers, and Pool Managers can reassign meetings. Reps continue to use the existing reschedule link if they need a prospect-facing change.

Can I reassign past meetings?

No. Reassignment is only available before the meeting begins.

Will round-robin counts update automatically?

Yes. When the host changes, the previous host's count decrements and the new host's count increments. The change is visible in the Counts & Calibration history.

What happens to SMS reminders after reassignment?

Reminders update to reflect the new host or new time. The prospect's opt-in state is respected, so reassignment does not re-prompt for consent.

 

Summary

Meeting Reassignment gives BookIt admins a controlled way to change the host or time on a booked meeting without canceling and recreating it. It preserves meeting continuity for the prospect, keeps Salesforce and calendar systems in sync, and updates round-robin counts and credits automatically. Use it whenever a rep is unavailable, when ownership needs to shift, or when you need to update a meeting time without involving the prospect.

For questions or additional assistance, please contact LeanData Support.