Meeting activities help agents record customer discussions, meeting outcomes, decisions, action items, and follow-up information. By maintaining a detailed record of meetings, teams can improve collaboration, ensure continuity across interactions, and maintain complete customer context within BoldDesk.

Prerequisites

Before creating or managing meeting activities, ensure the following:

• Your account is subscribed to the Business (Legacy) or Enterprise plan.
• The Activities feature is enabled for your organization.
• You have the required activity permissions.
• Access to the related ticket, contact, or conversation is available (if the meeting activity is associated with them).

Use Cases

Meeting activities are useful in the following scenarios:

• Recording discussions held with customers regarding a support issue.
• Tracking action items agreed upon during troubleshooting sessions.
• Documenting internal team meetings related to ticket escalations.
• Capturing meeting outcomes and follow-up tasks for future reference.
• Maintaining a centralized record of customer communications and decisions.

How to Create a Meeting Activity

Meeting activities can be created from the following locations:

• Global Create button
• Ticket details page → Activities tab
• Contact details page → Activities tab
• Chat conversation → Activities tab

Create from the Global Create Button

1. Click the Create button in the global header.

2. Select Activity.

   • By default, Task is selected as the activity type.

3. Change the activity type from Task to Meeting.

4. Enter the required meeting details.

5. Click Create.
   

   
   
   

Create from a Ticket’s Activities Tab

1. Open the required ticket.

2. Navigate to the Activities tab.

3. Select Meeting and then click Create Activity.

   • When a meeting activity is created from a ticket, the associated Ticket and Contact information are automatically populated.

4. Enter the required meeting details.

5. Click Create.
   

   
   
   

Create from a Contact’s Activities Tab

1. Open the required contact.

2. Navigate to the Activities tab.

3. Select Meeting and then click Create Activity.

   • When a meeting activity is created from a contact, the contact information is automatically populated.

4. Enter the required meeting details.

5. Click Create.
   

   
   
   

Create from a Conversation’s Activities Tab

1. Open the required chat conversation.

2. Navigate to the Activities tab.

3. Click Create Activity.

4. Select Meeting as the activity type.

5. Configure Meeting Details

   • After selecting Meeting as the activity type:
   • Enter the meeting subject.
   • Select Meeting App.
   • Enter meeting notes, discussion points, decisions, and follow-up actions in the description field.
   • Set Assignee/organizer
   • Select or verify contact information.
   • Add collaborators who are participating in the meeting.
   • Specify the following details:
     • Start Time
     • End Time
     • Time Zone
   • By default:
     • Status is set to Open.
     • Priority is set to Normal.

6. Click Create to save the meeting activity.
   

   
   
   

How to View a Meeting Activity

You can view meeting activities from the associated ticket, contact, conversation, or the Activities list.

View from a Ticket’s Activities Tab

1. Open the ticket.

2. Navigate to the Activities tab.

3. Click the activity row or select Preview from the More menu.
   

   
   
   

View from a Contact’s Activities Tab

1. Open the contact.

2. Navigate to the Activities tab.

3. Click the activity row or select Preview from the More menu.
   

   
   
   

View from a Conversation’s Activities Tab

1. Open the conversation.

2. Navigate to the Activities tab.

3. Click the activity row or select Preview from the More menu.
   

   
   
   

View from the Activities Module

1. Navigate to Activities.

2. Locate the required meeting activity.

3. Click the Activity ID or select Preview from the More menu.
   

   
   
   

How to Edit a Meeting Activity

1. Locate the required meeting activity.

2. Opening the meeting activity

3. Review the activity details.

4. Update the required information, such as:

   • Subject
   • Description
   • Assignee
   • Collaborators
   • Start Time
   • End Time
   • Time Zone
   • Status
   • Priority

5. Click Save or Update to apply your changes.
   

   
   
   

How to Delete a Meeting Activity

You can delete a meeting activity from the activity details page or from the Activities tab of an associated ticket, contact, or conversation.

Delete from the Activity Details Page

1. Open the meeting activity.

2. Click Delete.
   

   
   
   

3. Confirm the deletion.

(or)

From the Activity list Page, Select Delete from the more option and confirm deletion

Delete from a Ticket’s Activities Tab

1. Open the ticket.

2. Navigate to the Activities tab.

3. Locate the meeting activity.

4. Select Delete from the More menu.
   

   
   
   

5. Confirm the deletion.

Delete from a Contact’s Activities Tab

1. Open the contact.

2. Navigate to the Activities tab.

3. Locate the meeting activity.

4. Select Delete from the More menu.
   

   
   
   

5. Confirm the deletion.

Delete from a Conversation’s Activities Tab

1. Open the conversation.

2. Navigate to the Activities tab.

3. Locate the meeting activity.

4. Select Delete from the More menu.
   

   
   
   

5. Confirm the deletion.

Permissions

The following permissions are required to manage meeting activities:

Frequently Asked Questions

1. What is a meeting activity?
   A meeting activity is an activity type used to record meeting-related information, such as discussions, decisions, meeting outcomes, action items, and follow-up tasks.

2. What information is automatically populated when creating a meeting activity?
   The information populated depends on where the activity is created:

   • From a ticket: Associated ticket and contact information are automatically populated.
   • From a contact: Contact information is automatically populated.
   • From a conversation: Relevant conversation context is associated with the activity.

3. Can multiple agents collaborate on a meeting activity?
   Yes. You can add collaborators when creating or editing a meeting activity.

4. What happens if a meeting is rescheduled?
   You can edit the meeting activity and update the start time, end time, time zone, or any other applicable information.

5. Why can’t I create, edit, or delete a meeting activity?
   Verify the following:

   • Your organization is subscribed to the Business (Legacy) or Enterprise plan.

   • The Activity permission is enabled for your role.

   • The Delete Activity permission is enabled if you need to delete activities.

   • You have access to the associated ticket, contact, or conversation.

   • Can meeting activities be used for internal meetings?

Yes. Meeting activities can be used to document both customer-facing and internal meetings, ensuring important discussions and decisions are properly recorded.

6. Is there a way to automatically default a contact into the Collaborator field when creating a Meeting activity?
   No. BoldDesk does not provide an option to automatically pre-fill a specific contact into the Collaborator field of a Meeting activity.
   When a Meeting activity is created from a ticket’s Details page, BoldDesk automatically populates the Contact field with the ticket’s Requester. You can change this contact before saving the activity if needed. However, this automatic population applies only to the Contact field and does not extend to the Collaborator field.

Related Articles

1. How to Create, View, Edit, and Delete Task Activity
2. How to Create, View, Edit, and Delete a Call Activity