How to Schedule and Manage Google Meet Meetings in BoldDesk

BoldDesk’s integration with Google Meet enables support agents to schedule, update, cancel, and manage virtual meetings directly within the platform. Once the app is installed and authorized in your personal settings, you can streamline your meeting workflow and keep all activities synced with Google Calendar.

How to Schedule Meetings

To schedule a meeting, follow the given steps:

1. At the top of the dashboard, navigate to the Create button and click the dropdown icon.
2. Select Activity from the menu.
   
   

• Alternatively, open a ticket and click on Create Activity from the ticket’s Activities tab or, on the More Options (⋯) menu, choose Schedule Meeting option as shown in the following images.
  
  
  
  
  

2. By default, Task will be selected as the activity type. Change the task Type to Meeting.

3. Select Google Meet as the meeting application.
   

   

   If the activity is created from a ticket detail page, the associated ticket and requester information will be auto-filled in the Ticket and Contact sections, respectively. Otherwise, these fields will remain empty.

4. Since the activity Type is set to Meeting, ensure to update Collaborators, Start Date, End Date, and Time Zone fields properly.
   

   
   • The contact person, assignee, and collaborators will be considered meeting attendees and can join the meeting.
   • If the end time is not selected, the meeting will default to a one-hour duration.

5. After filling in the required fields, click Create. The meeting details will then be automatically recorded in the activity comments.
   

   

   Once a meeting is scheduled, participants will receive a Google Calendar event notification via Gmail.

   

How to Manage Scheduled Meetings

To access and modify a scheduled meeting:

1. From the ticket’s activities tab, select the meeting type activity from the activities list, as shown in the image below.
   

   

2. From the Activities module:

   • Go to the Activities module.
   • Select the Meeting Type activity from the list of activities, as shown in the image below.

How to Update Scheduled Meetings

To update meeting details, modify fields such as: Linked User, Assignee, Collaborator.

Updated meeting details will be recorded in the activity comments.

How to Reschedule Meetings

You can reschedule the meeting by changing its Start and End time.

Rescheduled meeting details will be recorded in the activity comments.

How to Cancel Meetings

To cancel a meeting, update the activity status to Cancelled.

Cancelled meeting details will be recorded in the activity comments.

How to Delete Meetings

To delete a meeting:

1. Click the Meeting App dropdown.
2. Select the Delete icon.
   
   

Deleted meeting details will be recorded in the activity comments.

How to Change Meeting Applications

To switch to a different meeting app:

1. Click the Meeting App dropdown.
2. Select the new meeting application.

The previous meeting will be deleted, and a new meeting will be created in the selected application.

Both deleted and newly created meeting details will be recorded in the activity comments.

Reminders from Google Calendar

Any changes to the meeting will trigger an email notification, and attendees will receive a reminder 30 minutes before the start time via Google Calendar.

Frequently Asked Questions

1. When will meetings fail to schedule?
   Meetings may not be scheduled due to:
   • The activity creator not authorizing the Google Meet app in personal settings.
   • No meeting application selected during setup.
2. Who will be the actual organizer of the meeting?
   The organizer will be the Google Account authorized in personal settings within BoldDesk.
3. What happens if the end time is not chosen when scheduling or updating a meeting?
   A default duration of one hour will be applied.
4. Who can start the meeting?
   The meeting can be initiated by the organizer or any participant from the same organization, provided that the organizer has enabled Quick Access.
5. How can participants join without organizer approval?
   Ask your Administrator to enable “Quick access” for the Google Meet app in the Google Admin console.
6. Who can record the meeting?
   Any participant listed as a contact, assignee, or collaborator of the meeting activity whose email belongs to the domain of the authorized Google account.