Managing Microsoft Teams Meeting app in BoldDesk
Once the MS Teams meeting app is installed and authorized, you can directly schedule and manage meetings through BoldDesk.
How to schedule meetings
To schedule a meeting, follow the given steps:
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Select either Activity from the navigation panel and click on Create Activity from the ticket’s activity tab as shown in the following images.
• Or select Schedule Meeting under the More Options icon (⋯) as indicated in the image below. -
By default, a task will be selected as the type of activity. Change the task Type to Meeting.
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Choose any meeting application to schedule a meeting.
Note: If an activity is created from a ticket detail page, the esteemed ticket and requester information will be auto filled in the Ticket and Contact sections, respectively. If not, these sections will remain empty.
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Since the activity Type was set to Meeting, you should update collaborators, start time, end time, and time zone properly.
Note: The contact person, assignee or organizer, and collaborators will be considered as meeting attendees and will be able to initiate the meeting.
If the end time is not selected, a meeting will be held for one hour by default. -
After filling in the required fields, click the Create button. The meeting details will then be recorded in the activity comments.
After meetings are scheduled, participants will be notified through Microsoft’s calendar and notification systems, such as Outlook and Teams.
The meeting activity will be scheduled as an event in the attendee’s calendar as illustrated below.
How to manage scheduled meetings
To view and edit a scheduled meeting from the ticket’s activity tab, click Preview under the More options icon (⋯) as shown in the image below.
To view and edit meeting activity from the activity module, follow the given steps:
- Go to the Activities module.
- Select an Activity ID on the grid or select the Preview option from the More menu.
How to update scheduled meetings
- To update the meeting details, modify the fields such as the linked user, assignee, or collaborators.
- Updated meeting details will be recorded in the activity comments.
Once meetings are updated, participants will be notified through Microsoft’s calendar and notification systems, such as Outlook and Teams.
How to reschedule meetings
- You can change the start or end date to reschedule the meeting.
- Rescheduled meeting details will be recorded in the activity comments.
Once meetings are rescheduled, participants will be notified through Microsoft’s calendar and notification systems, such as Outlook and Teams.
How to cancel meetings
- You can update the activity status to cancelled to cancel the meeting.
- Canceled meeting details will be recorded in the activity comments.
Once meetings are canceled, participants will be notified through Microsoft’s calendar and notification systems, such as Outlook and Teams.
How to delete meetings
- To remove a meeting, click the Meeting App dropdown and select Delete icon to update the activity.
- Deleted meeting details will be recorded in the activity comments.
Once meetings are deleted, participants will be notified through Microsoft’s calendar and notification systems, such as Outlook and Teams.
Reminders from MS Teams
Any updates to the meetings are announced via email and a reminder is sent 15 minutes before the meeting. This process is handled on the MS Teams platform.
Frequently Asked Questions (FAQs)
1. When will the meetings not be scheduled?
• Assignee authorization: The assignee has not authorized the MS Teams Meeting app in their personal settings.
• Meeting Application: When no meeting application is selected.
2. Who will be the actual organizer of the meeting?
The organizer will be the Microsoft account that has been installed in the personal settings within the BoldDesk marketplace.
3. What occurs if the end time is not chosen when scheduling or updating a meeting?
If the end time is not selected, a default duration of one hour will be applied to the meeting.
4. Who can start the meeting?
Anyone from the contact, assignee, or collaborators of the meeting activity.
5. Who can record the meeting?
Anyone from the contact, assignee, or collaborators of the meeting activity, whose email belongs to the domain of the installed account.
