Schedule, Manage Meetings and Track Activities in BoldDesk Chat
BoldDesk allows agents to schedule and manage meeting activities directly inside customer conversations. All meetings are automatically logged under the Activities tab, ensuring complete interaction visibility and streamlined workflow management.
Agents can create, track, and update meeting activities without leaving the conversation screen. This enhances communication, ensures activity accuracy, and keeps all customer-related actions in a single view.
- BoldDesk currently supports scheduling meetings through Microsoft Teams only.
- If the meeting app is not installed and authorized in your Personal Settings, clicking Schedule Meeting in a chat conversation will prompt you to navigate to Settings and complete the authorization process before proceeding.
When Authorization Is Required
If the meeting activity option requires authorization in your Personal Settings, BoldDesk will prompt you to enable it before you can proceed with scheduling.
To authorize:
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Go to Profile Menu → View profile & Settings.
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Select Apps.
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Enable authorization for MS Teams Meeting.
Key Capabilities
1. Automatic Activity Logging:
- Each meeting created from a conversation is saved as an Activity.
- Activities include subject, organizer, time, status, and related attachments.
2. Unified Interaction History:
- All meetings appear under the Activities or History tabs.
- Agents gain full visibility into past and upcoming customer interactions.
3. In-Chat Activity Management:
- Agents can view and update activities directly within the chat module.
- No need to switch screens, enabling a streamlined workflow.
How to Schedule a Meeting in Chat Conversation
Step 1: Schedule Meetings
- Open the conversation with the customer.
- Click on more options (⋮) in the top-right corner and select Schedule Meeting from the dropdown.
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In the Create Activity window:
- Select Type as Meeting.
- Add Subject labels and choose the Meeting App (for example, MS Teams).
- Provide a description and upload any relevant files.
- Assign an organizer.
- Set the Start Date, End Date, and Time Zone.
- Choose the Status (for example, Open) and click Create to save the meeting.
Step 2: Automatic Logging
- Once created, the meeting is automatically logged under the Activities tab in the conversation.
- You can view details such as meeting title, date, time, and organizer.
Step 3: Access Interaction History
- Navigate to the History or Activities tab in the chat module to review past interactions and scheduled activities for better context.
Step 4: Update Activities in Chat
- Use the in-chat activity management tool to make edits or updates.
- Save changes to keep the activity record accurate.
FAQs
1. Can I schedule a meeting for multiple participants?
Yes. You can add Contacts and Collaborators when creating the meeting activity. This ensures all relevant team members are included in the meeting details.
2. How do I edit or reschedule a meeting after it’s created?
Navigate to the Activities tab in the conversation, locate the meeting, and click the Edit icon. Update the details and save changes to keep the activity record accurate.
3. How do I confirm that my meeting was successfully logged?
After creating the meeting, go to the Activities tab in the conversation. The meeting should appear with its details, status, and organizer information.
