Managing Microsoft Teams Meeting app in BoldDesk
Once the MS Teams meeting app has been installed, 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 regarded 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.
Meeting details will appear as a comment shortly after scheduling. Refresh the activity page to see it.
Once meetings are created, users, assignees, and collaborators will be notified automatically via the Outlook 365 calendar.
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 appear as a comment shortly after the activity update. Refresh the activity page to see it.
Once meetings are updated, users, assignees, and collaborators will be notified automatically via the Outlook 365 calendar.
How to reschedule meetings
- You can change the start or end date to reschedule the meeting.
- Rescheduled meeting details will appear as a comment after the activity update. Refresh the page to see it.
Once meetings are rescheduled, users, assignees, and collaborators will be notified automatically via the Outlook 365 calendar.
How to cancel meetings
- You can update the activity status to canceled or closed to cancel the meeting.
- Canceled meeting details will appear as a comment after the status change. Refresh the page to see it.
Once meetings are canceled, users, assignees, and collaborators will be notified automatically via the Outlook 365 calendar.
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 appear as a comment after the activity update. Refresh the page to see it.
Once meetings are deleted, users, assignees, and collaborators will be notified automatically via the Outlook 365 calendar.
Reminders from MS Teams
Any updates to the meeting are announced via email and a reminder is sent 15 minutes before the meeting. This process is handled on the MS Teams platform.
FAQs
1. When will the meeting details be added?
The meeting details will be added as comments in the activity for every action. However, it may take a few seconds to appear. Please refresh the activity page to view the meeting details in the comments.
2. Who will be the actual organizer of the meeting?
The organizer will be the Microsoft account that has been installed by the administrator 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.
