What is it?
UserGems Meeting Assistant can automatically:
- Identify contacts in your sales reps’ calendar invites that are not in Salesforce, add them, and relate them to the right Account and Opportunity if there was an Open Opportunity when the meeting occurred. This can be done both retroactively on a calendar-by-calendar basis as well as automatically going forward.
- Track those contacts for job changes if they meet your Key Champion/Influencer tracking criteria.
Meeting Assistant is best for teams that want to save time preparing for meetings and hate manually adding contacts' info into Salesforce. Meeting Assistant is not another tool for your team to learn; but rather runs in the background and does the admin work for your team, giving them time back for actual selling.
Calendar providers we integrate with
- Google Calendar
- Microsoft Outlook Calendar
Meeting Assistant Settings
After your calendar and Salesforce are connected to UserGems, you can configure the Meeting Assistant settings for your Users:
Settings
In the settings area, configure:
- Whether you want to add all contacts, or only add persona matching contacts
- Whether you want UserGems to create an Opportunity contact, if a matching Opportunity exists
- Whether you want to only add contacts for a specific category of accounts (Target, Open Opp, Customer, ICP)
- Whether you want to only add contacts from meetings after a specific date
CRM Settings
After clicking "Show CRM Settings," configure field mappings and record creation settings for new Contacts your team meets with that we add to your Salesforce. Here, we can consider things like:
- Should we create Leads or Contacts if they are missing? Which fields should we populate?
- Who should we assign the newly created Leads or Contacts to by default?
- If the Account already exists, what field should be used to assign the Lead owner?
- Should we add new leads/contacts to a Salesforce Campaign?
Select team calendars
In this area, search team member calendars and configure the below settings, per team or team member. Click on "Find more colleagues" to trigger a refresh of your team's calendars in the case of a new team member joining.
- Find contacts
- If turned on, we'll look for missed contacts in team member calendars. We only send these contacts if the below setting, "Add contacts to CRM accounts/opps" is also turned on
- With "Find contacts" on and the below setting off, we'll display how many contacts UserGems would find, which may inform your decision on whether or not to have these contacts added to CRM
- Add contacts to CRM accounts/opps (e.gSales and Customer Success team Members should have meeting contacts added, while Engineers and internal teams should not)
- Send morning update
- if turned on, this team member will receive a daily emaill about who they'll meet with each morning including company, title, LinkkedIn, and how often you and your team met with them
FAQ
Q: How often do I receive an update from Meeting Assistant?
A: Once a day. We'll send you a "Morning Update" email every day with details about who you're meeting with.
Q: When do Contacts get added to Salesforce with Meeting Assistant
A: UserGems adds contacts to Salesforce the day of the meeting (after the meeting happens) in order to capture everyone that might get added afterward.
Q: Do you add the contacts into an opportunity for me?
A: If there is an existing open Opportunity, we will make sure that all external attendees are in Salesforce as Contacts, and we will relate up to 10 contacts to an open Opportunity via Contact Roles if one exists for their Account. We only add a contact to an opportunity if:
- The opportunity is / was open when the meeting happened
- The owner or creator of the opportunity meet with this meeting attendee
If we happen to find 2 opportunities where both is true, then we add the contact to both Opportunities.
Q: Do you capture contacts from meetings that already happened?
A: We can retroactively capture Contacts from old meetings and add them to your Salesforce, just like we do for new meetings. We can also capture old meetings from contacts that left - as long as the calendar is still accessible.
Q: My coworkers (e.g. ADR, CSM) often join these meetings. Do you add them to Salesforce?
A: No. We exclude any Contact that shares your work email domain.
Q: Can you capture contacts from my coworkers' calendars who have already left the company?
A: Yes. if the calendar still exists and has not been deleted by your admin, we can retroactively capture Contacts from old meetings and add them to Salesforce.