Before you use Cloud Scheduler to request a meeting with a contact, lead, person account, or other Congregation Connect user, consider these tips:
- You must have at least read access to the contacts, leads, and person accounts that you request a meeting with.
- Each invitee must have an email address specified in their record so Salesforce can send them a meeting request.
- You can invite up to 50 people to a meeting. Invitees can consist of only contacts, leads, or person accounts, only otherSalesforce users, or a mix of both.
- We recommend you install Salesforce for Outlook so you can sync your calendar events between Salesforce and Microsoft® Outlook®.
- When proposing meeting times, it's helpful to have your Salesforce calendar up-to-date so you can see your free and busy times.
To request a meeting:
- Go to either the Calendar section on the Home tab or the Open Activities related list on the detail page of the Contact or Lead you want to invite to a meeting.
- Click New Meeting Request.
- If this button doesn't display in the Calendar on the Home tab or on the Open Activities related list, ask your Salesforce administrator to add it.
- Click To to invite other Salesforce users, leads, or contacts to the meeting.
- Select the type of invitee from the drop-down list.
- Enter a name or part of a name in the text field, or leave the field blank to expand the search.
- Click Go!.
- In the Search Results area, select the boxes next to the people you want to invite and click Insert Selected. To add more invitees, perform a new search and select more people as needed. If there's a warning icon () next to a person's name, you can't invite them to the meeting because they don't have an email address specified in their record. Once you add an email address to their record, you can invite them to meetings.
- Click Done.
- To remove someone you just invited, click “x” next to their name in the To field. You can remove all invitees unless you requested the meeting from an Open Activities related list. In that case, the first contact, lead or person account in the To field can’t be removed.
- Enter a Subject and Location.
- If you requested the meeting from an Open Activities related list, the default subject is a combination of the account name for the lead or contact and the company name specified in your personal information. For example, if you’re meeting with a contact from the Sterling company and you work for ACME, the default subject is Sterling and ACME. The default location is always To be determined.
- Select one of these tabs:
- I propose meeting times—Propose up to five meeting times by picking times in the calendar. See Tips for Proposing Meeting Times.
- Let Salesforce propose meeting times—Choose the duration and time frame of the meeting and let Salesforce propose up to five meeting times for you. See Tips for Letting Salesforce Propose Meeting Times.
- Click Next.
- Write a message to the invitees, and click Send.
Note the following:
- Your email signature is automatically added to your message.
- After you click Send, Salesforce emails a meeting request to the invitees.
- In the meeting request, invitees click Respond to This Request to open your meeting's Web page. On the meeting Web page, invitees pick the proposed times that work for them and send you a reply.
- Your meeting’s Web page displays all messages between you and the invitees. This includes messages that invitees write when responding to your request.
- If you requested the meeting from an Open Activities related list, the meeting appears on the detail page for that contact or lead only. It doesn’t appear on the Open Activities related list for any other invitee. For example, if you requested a meeting with Jane Smith from her contact detail page and then clicked the To field to invite John Doe, the requested meeting only appears on the Open Activities related list for Jane Smith and not John Doe. If you requested the meeting from the Calendar section on the Home tab, the meeting doesn't appear on the Open Activities related list for either Jane Smith or John Doe.
After you send your meeting request, wait for the invitees to reply with the times they can meet. Then confirm the meeting by selecting a final meeting time.