Using Google Meet

Ready to connect with your customers and colleagues? 

Since Google Meet is an app primarily used as a mode of communication, let us see where it is available in the CRM. Google Meet is available as:

• Activity Type in Events
• Schedule Conference in Contacts
• Email link in Contacts
• Schedule Conference in Deals
• As a link in Web Chats

Well then, create events such as meetings, service calls, training sessions, etc., and start using Google Meet today! 

Using Google Meet in the Events Module

To use Google Meet through events, select the Activity Type as Google Meet.
Follow these steps to use Google Meet:

1. Go to the Main Menu
2. Click the Essentials tab
3. Click Events
   1. The Events List View screen is displayed
4. Click the + Add Event button
5. Click the View Full Form button at the bottom of the  Quick Create > Event window
6. Enter or select the following in the Event Details section:
   1. Name - Name of the event. Naming an event appropriately will help the participants identify the event easily in case they have a busy calendar
   2. Assigned To - Select the employee or the group the event is assigned to
   3. Start Date & Time - The date and time on which the event is being held
   4. End Date & Time - The date and time at which the event finishes
   5. Agenda - The schedule and/or the topic of the event
   6. Status - Select the status as planned
   7. Activity Type - Select Google Meet
   8. Priority - Set the priority for the event as required
7. Enter Related To details
   1. Related To
   2. Contact Name
8. Add details in the Description textbox - Add information about the event including the agenda if available
9. Add participants in the Invitees section. You can add participants by:
   1. Type and Search - Enter the first three letters of an invitee's name to be displayed and click on the name to select
   2. Click on the Contact icon, to display and select from the list of available contacts 
10. Click Save

Using Google Meet in the Contacts Module

Assume you want to send a meeting request or a calendar event to your contact. You can send a Google Meet link from an individual contact record in the Contacts module in the following ways:

• Create a Scheduled Conference
• Send a Google Meet link through an email

The recipient will simply accept your request and click on the link you sent to join the meeting. Now let us see how you can accomplish this.

Creating a Scheduled Conference

You can create or schedule a conference (meeting) using the Do button from a contact record.
Follow these steps to schedule a conference (meeting) from a contact record:

1. Go to the Main Menu
2. Click the Essentials tab
3. Click Contacts
   1. The Events List View screen is displayed
4. Click on the contact record for which you want to create an event
5. Click the Do button
6. Click the Reach out later option
7. Click the Schedule Conference option
8. Enter the following the Schedule Conference window
   1. Enter Event Name - Enter the name of the event
   2. Start Date - Enter the start date
   3. Start Time - Enter the start time
   4. Duration - Enter the estimated duration of the meeting
9. Click Add
10. Click the Send Email button

Sending a Google Meet link through email

You can send a Google Meet link in your email to your contact or co-worker. 

Follow these steps to schedule a conference (meeting) from a contact record:

1. Go to the Main Menu
2. Click the Essentials tab
3. Click Contacts
   1. The Events List View screen is displayed
4. Hover on the contact record to whom you want to send a meeting link. 
5. Click the Email icon 
6. Enter the following information in the Compose Email window
   1. To - Enter the name of the person to who you are sending the meeting request
      1. Type the first three letters of the recipient's name and click to select
      2. Click the drop-down beside the To field to select the contact type (Contact, Organization, Vendor, Employee, etc.)
   2. Click the More button to display and enter the following information
      1. From - Add the email address from which email is being sent
      2. Reply To - Add the email address to receive the email
      3. Add CC BCC - Add email addresses to send Ccand Bcc emails
   3. Subject - Add the subject of the email
   4. Click the Insert Links drop-down 
      1. Select the Schedule Conference option
      2. Enter the following in the Schedule Conference window
         1. Enter Event Name - Enter the name of the event
         2. Start Date - Enter the start date
         3. Start Time - Enter the start time
         4. Duration - Enter the estimated duration of the meeting
      3. Click Add
   5. The meeting information will is added to your email
7. Add email content in the text window
   1. Note: You can select an existing email template instead of typing out content. To know more about email templates, click here.
8. Click the Send button

Apart from creating and sending a Google Meet link in your email, you have other options available in the Compose Email window.

From the Compose Email window, you can:

• Attach files: You can attach documents along with your meeting request from the laptop, desktop, or from the CRM. 
• Reminder: You can set a reminder to yourself to follow up on the email sent.
• Tracking: You can track the email you have sent to see if your request was accepted.
• Save as Draft: If you have any impending meetings or discussions coming, you can prepare well ahead of time by creating and saving an email as a draft with relevant information.
• Send: Just because you have created an email does not mean you have to send it right away. Create an email when you are free and schedule it to be sent on the date and time you pick. Yes, Vtiger CRM gives you the option to pick a schedule to send an email.

To learn more about these options, click here.

Creating a Scheduled Conference from a Deal Record

You can create or schedule a conference (meeting) using the Do > Reach out later button from a deal record. Meeting requests, schedules, and links are sent to the contact associated with the deal record.

Sending a Google Meet link through email

You can send a Google Meet link in your email to your deal contact directly from a deal record.  
Follow these steps to schedule a conference (meeting) from a deal record:

1. Go to the Main Menu
2. Click on the Sales tab
3. Click on Deals
4. The Deals List View screen is displayed
5. Hover on the deal record for which you want to create an event (meeting)
6. Click on the Email icon
7. Enter the following in the Compose Email window
   1. To - The name of the contact related to the deal is displayed in the To field. 
   2. Subject - Add the subject of the email
   3. Click on the Insert Links drop-down 
      1. Select the Schedule Conference option
      2. Enter the following in the Schedule Conference window
         1. Enter Event Name - Enter the name of the event
         2. Start Date - Enter the start date
         3. Start Time - Enter the start time
         4. Duration - Enter the estimated duration of the meeting
      3. Click Add
8. Click on the Send button

From the Compose Email window, you also can:

• Attach files: You can attach documents along with your meeting request from the laptop, desktop, or from the CRM. 
• Reminder: You can set a reminder to yourself to follow up on the email sent.
• Tracking: You can track the email you have sent to see if your request was accepted.
• Save as Draft: If you have any impending meetings or discussions coming, you can prepare well ahead of time by creating and saving an email as a draft with relevant information.
• Send: Just because you have created an email does not mean you have to send it right away. Create an email when you are free and schedule it to be sent on the date and time you pick. Yes, Vtiger CRM gives you the option to pick a schedule to send an email.

Using Google Meet in Web Chats

Good news for Customer Support teams!

If you are interacting with a customer by chat, you can now set up a meeting and also send them a Google Meet link within the chat window itself.
So, if you are a part of a customer support team, follow these steps to schedule a conference (meeting) from a deal record:

1. Go to the Main Menu
2. Click on the Essentials tab
3. Click on Web Chats
4. When a customer starts a chat, accept the chat
5. Click on the (⋮), more icon to display the drop-down
6. Select Schedule Conference
7. Fill the following details in the Schedule Conference window
   1. Subject – The subject reflects the chat number, customer name, and the agent name
   2. Start Date - Enter the start date
   3. Start Time - Enter the start time
   4. Duration - Enter the estimated duration of the meeting
8. Click Add
9. You can send the Google Meet link:
   1. Directly from the Chat window
   2. Via Email