How To Use Time Slots in SCC Chrome Extension¶
Suggesting specific meeting time (Time Slots)¶
SmartCloud Connect enables you to schedule meetings with your business contacts without any extra back-and-forth email correspondence. Select available time slots in your calendar, also considering availability of your colleagues involved, create and send out interactive meeting invites, get your calendar automatically updated according to the recipient’s time choice. Additionally, SmartCloud Connect adds Events created this way to your Salesforce account.
To schedule a meeting via SCC Meeting Scheduler by sharing your preferred time slots through an interactive invitation:
1. Open an email from/to recipient(s) who you want to initiate a meeting with or create a new email message by clicking the New email or the Reply button in Gmail and specify one or multiple recipients in the To, Cc, or BCC fields.
2. In SmartCloud Connect sidebar, click the Time slots icon in bottom toolbar Smart actions.
3. On the first page of SmartCloud Connect’s Meeting Scheduler, fill in the basic details:
Meeting subject. This field is prefilled with the subject of related email message; you can modify it according to your preferences
Location and duration
- In the Location picklist you can select a location retrieved from your rooms resources or manually enter a location or conference room link; in addition, SmartCloud Connect stores five latest locations you used for your meetings and displays them for quick access as recent rooms in the picklist
Select Duration from the picklist. The minimum duration is 15 min, the maximum is 2 hours, the increase step is 15 min.
You can also change the meeting time zone in the Slots in drop-down list at the bottom of the dialog (by default it’s set in your client’s time zone)
Save to Salesforce record. In this field you can select the primary Business record (e.g. an Account or Opportunity) to be associated with the event in Salesforce. Please note that if you leave this field blank, the event will not be auto-shared in Salesforce
Save to Lead or Contact. In this field you can select additional Person records (e.g. Leads or Contacts) to be associated with the event in Salesforce
Body (Description) Additional event information to be used as meeting description in Google calendar and in Salesforce. Please note that it will not be auto-included into the text of the invitation email generated by Meeting Scheduler
Then fill in the optional meeting parameters put under Advanced options tab:
Reminder. Here you can define if you want a reminder to be auto-set up in your Google calendar to notify you before the meeting starts; it can trigger from 0 and several minutes to hours or days. up to two weeks prior to the meeting.
Attendees (required); Attendees (optional). Required attendees are the key meeting participants, optional attendees are additional meeting participants. These fields are prefilled with email addresses/Contact names from respectively the To/CC fields and the BCC field of the email opened in Gmail. You can add more attendees by entering their email addresses/Contact names in this field or remove attendees from the invitation by clicking the ( x ) icon next to their email addresses/Contact names. Note that in the Attendees list external ones (not belonging to your org) are listed on top, the internal (in-org) ones listed below them.
After all fields are filled, click Next.
You can hide the advanced Time slots dialog’s fields and controls which you do not use when creating meetings, just click the v (collapse) icon next to the Advanced options section title.
4. Next, SmartCloud Connect will read your Google calendar data and build daily tables of your unoccupied time slots. Choose the meeting date using the calendar control at the top of the Meeting Scheduler screen and then pick one or multiple available meeting time spans by clicking on a free slot and dragging the cursor down; selected time spans can be bigger than the meeting Duration specified at the previous step but cannot be shorter.
Note that you can select multiple time slots on different dates: after you have picked slots on one date and then switch to another date using the calendar control at the top, all previously selected slots are kept. Click Next after selecting the needed meeting slots to proceed.
For your convenience, if any of the meeting’s attendees are your colleagues (their email addresses recognized as internal), their parsed calendars are also shown at this step, so you will be able to select meeting time slots also suiting their calendars:
In the latest updates of SmartCloud Connect if you select several adjacent time slots, they do not get merged and several different slot links are generated.
5. Click Finish to insert generated time slots links into your email message.
If you want to set a custom meeting time slots message template, refer to this article.
The recipient getting the meeting invitation links will be able to select their preferred slot for the meeting from among the possible options you suggested by clicking the necessary slot in the interactive table or dragging the Book a meeting control into it. Additionally, the recipients can select their actual time zone in the upper left corner of the scheduling page in order to learn what local time the time slots correspond to.
After a slot is selected, a confirmation dialog will appear. See the screenshots below.
Once the first recipient selects a time slot, the calendars of the organizer and other attendees will be automatically updated and a corresponding email notification will be sent out to them.
If the meeting time slots links are sent to multiple recipients (potential attendees), only the slot picked by the first attendee who books the meeting is considered, the rest attendees will not be able to pick other time slots, the time slot choice will locked for them:
The time slot links are valid for two weeks; they expire after the meeting time passes or 14 days after they are generated. A meeting can be scheduled for any date in the future, but the recipients must pick their preferred time slots within 14 days. This period can be adjusted on request.