Version 3.11.1

Welcome to Meeting Assistant!

We are super thrilled to have you with us!

1. Introduction

2. Application overview

3. Creating a meeting

3.1. Create a new event

3.2. Create a meeting from an existing event

4. Start your meeting!

4.1. Preparation

4.2. Meeting

4.2.1 Assigning Tasks

4.3. Meeting Summary

5. Agenda Editor

5.1 Agenda Details

5.2. Agenda Items Timeline

5.3. Agenda Item

5.4. Questions

5.5. Clone Agenda

6. Send the Agenda for the upcoming meeting NEW IN 3.9.1

7. Manage meetings and notes easier in Salesforce

8. Known issues / bugs


1. Introduction

Meeting Assistant optimizes your sales process by making customer data instantly available in Salesforce. Focus on high-value actions to increase your sales and keep your team happy.

Manage your field sales team by defining structured sales agendas. Once the meeting is over, make your next sales pitch perfect by analyzing what really works.

Smart structured sales

Use techniques such as A/B testing to discover which pitches have the highest impact. Knowing how your sales reps should spend their time is key to increasing your sales.

Instant customer insight

All insights from customer meetings become instantly available in Salesforce. Use real-time data to shorten your sales cycle.

Increased team productivity

When your sales team sells more, everyone is happy. Our smart sales solution removes back office work and gives your sales reps more time to sell.

Scroll down for short instructions on using Meeting Assistant.


2. Application overview

Start by selecting Meeting Assistant from the app dropdown menu:

Application contains the following tabs:

  1. Meeting Assistant: The main view of the application
  2. Agendas: All agendas that are visible to the user

Every screen in the application shows question mark -button in top right corner of the screen. By clicking that you can open a tutorial which will present you all the functionalities in that page. This tutorial is also opened for you when you open the page for the first time.


3. Creating a meeting

After installing Meeting Assistant, it will create meetings automatically from every event that you create. You can create new Events also from Meeting Assistant home view.

3.1. Create a new event

  1. Go to “Meeting Assistant” -tab.
  2. Click “New Event” button on top.
  3. Fill in details of your event.
  4. Click Save.
  5. You will be forwarded back to Meeting Assistant Home -tab. Meeting Assistant created a meeting automatically from your event and it is displayed in the Meetings list.

3.2. Create a meeting from an existing event

  1. Go to the Meeting Assistant tab.
  2. Start meeting by opening the event and clicking Create Meeting button

You will be anyway directed to the Meeting Assistant Home page. This will show you your meetings: Meetings where you are the owner or you have been named as attendee or meeting resource. On the right side you see some reports from Meeting Assistant (disabled in Salesforce Lightning).



4. Start your meeting!

You will go to meeting view by selecting a meeting from the list in Meeting Assistant tab.

Once you start your meeting, you will enter the meeting flow which consists of three parts:

  1. Preparation
    Prepare your meeting by selecting an agenda and creating necessary adjustments for the meeting.
  2. Meeting
    The actual meeting.
  3. Report
    Outcome of the meeting.


4.1. Preparation

                

4.2. Meeting

During-meeting-notes-salesforce.png

4.2.1 Assigning Tasks

In meeting, you can create and assign tasks. Start by clicking Tasks and then Assign Task button on the above the Accept -button

        You can set the due date for the task

      -        NEW IN 3.9.1: Add to customer meeting notes

        You can choose to display the task in external meeting notes

4.3. Meeting Summary

                

Meeting Report.png

masharing.png


5. Agenda Editor

You can edit any agenda with the Agenda Editor. From Agendas -tab, you can open an existing agenda for editing or you can create a new one by pressing New Agenda button.

Agenda editing consists of three parts: Agenda details, editing agenda items and editing questions for agenda items.

 


5.1 Agenda Details

You can give an agenda title, description and presentation material link here. Presentation material link will be then displayed in the meeting view. Also you can modify the visibility with the Status and Type fields. Any other status than Active means that this agenda is not visible to meeting. Type decides that is the agenda visible organization-wide or only for this user. You can choose if you are using the meeting timer by selecting that “Timer”-checkbox at the bottom.

Timer works so that you will have a visible “Time left” indicator in your meeting. You create the times for that timer in this agenda editor by dividing time between agenda items in your agenda. So let’s say you have an agenda where you have two items, both take 50% time of the meeting. Now if you hold a meeting where you use that agenda, and meeting takes 1 hour of time, then both agenda items will take 30 minutes each. You can divide time for the agenda items with 2% intervals.


5.2. Agenda Items Timeline

Timeline Items You can select any item and edit its properties. You can also assign the target time percentages from the slider if you have timer enabled for this agenda.

Re-ordered items can be done with simple drag-and-drop by pressing and holding the items and moving it up or down.

Add New Item creates a new agenda item for this agenda.

Save Agenda saves the details, items and the current state of the agenda and closes the view.

Meeting timer percentage This header shows you the current status of the agenda item target times, if you have timer enabled for the agenda. You have to have either 0 or 100% in order to continue. You can reset the assigned target times from the button on the right side in the header.


5.3. Agenda Item

Here you’ll edit the agenda item title, instructions and presentation material link. Also you can select to relate this agenda item to a certain Salesforce object type by selecting it from Related object -list. You can relate it to almost any custom object, only system objects are excluded from the list.

Also you can add, edit and remove questions from here. Also you can delete this agenda item from the bottom button. Re-ordering questions can be done with pressing and holding item and moving it up or down.

5.4. Questions

You can add any number of questions to a specific agenda item.

You can select almost any answer type supported by Salesforce. There is also an answer type called <Field from ...> which means that the field is referred from an existing related record. When you select that option, an extra selection list called Field will be displayed and you can select the field of that object which you would like to refer.

5.5. Clone Agenda

From version 3.10 onwards you can now make a copy of an existing agenda. This allows you to quickly make several agendas with variations like different questions or target times.

You will find the button for cloning agenda on the right side of the editor. By clicking ‘Clone Agenda’ a popup will appear that allows you to give a name to your new copy. You can clone the agenda by clicking ‘Save’. You will be taken to the cloned agenda after cloning has been successful. From there on you can continue editing the agenda as described earlier in this section.

6. Send the Agenda for the upcoming meeting NEW IN 3.9.1

Send-meeting-agenda-via-email-salesforce.png

From version 3.9.1 onwards, user is allowed to send meeting agenda for the upcoming meeting via Salesforce email system. You can do that by clicking the “Send Agenda” -button on the event page on Salesforce Classic or opening the “Send Agenda” -tab in Salesforce Lightning. Now you have following fields and options available:

Email addresses of all invitees will show up in Recipients box. You can also add more addresses to the field by separating them with a semicolon.

        The subject for the email that is to be sent. You can change it freely

The message will be sent with the email that is also editable. Please refer to the Installation instructions for more information about the default text in the email body.

The email that is going to be sent will also include the agenda in a styled pdf format as an attachment. You can preview the attachment by clicking the View Attachment -button.

7. Manage meetings and notes easier in Salesforce

Meeting Assistant offer a better way to manage your meetings and notes in Salesforce from version 3.9.1 onwards. Completed meetings will be shown as a new section “Meetings” related to Salesforce records (Leads, Contacts, Accounts, Opportunities). It should also work well on many other custom objects.

By clicking on each meeting items, it directs user to Meeting Summary in Meeting Assistant.  

View-meetings-Salesforce-records-1.png

Another way to view Meeting Notes is to check it from Events and Calendar. Meeting Assistant creates new field “Meeting Notes” in Event Page Layout which helps user quickly view meeting notes after the meeting is finished.

View-meeting-notes-events-calendar-salesforce.png

8. Known issues / bugs

No known issues / bugs.