One of my favorite Drift features is the option to book meetings automatically through our calendar drop! Let’s talk about how to get that up and running when you are first invited to join Drift.
Drift Insider Note:
Did you know we have a class on this topic over on Drift Insider? Check it out HERE
Making the Connection
After you have successfully created your Drift account, it’s time to personalize your settings, including your calendar.
Navigate to the Meetings tab.
Note for Enterprise Customers: If you're calendar has not been set up for you, you'll want to go to click the Meetings icon on your left hand navigation bar in lieu of the steps above.
You can connect to either Google Calendar or Office 365 Calendar. Select whichever works best for you! When prompted, be sure to sign into your email and allow all permissions.
Once you have your calendar successfully connected, you'll see the following screen which includes any organization wide meetings your company may have already set up.
Once connected, you can personalize your meeting settings. Click on the Default Meeting Type used in calendar drops from chat and your Drift Profile.
The Default Meeting Type will be your basic meeting that is booked when a user is interacting with a playbook.
You can have multiple meeting types to suit your needs, for example; a sales team may utilize a 15 minute "Demo Meeting" to showcase a product, while your training team may use something along the lines of "60 Minute Digital Workshop" for a deeper dive into material.
Each one comes with its own scheduling link so you can easily book any meeting, anywhere.
You can also create a new meeting type with a link that can be shared through email or manually in chat. Other meeting types are often created to offer different meeting durations, for example a 30 minute demo vs. a 60 minute demo!
Setting #1: Meeting Details
How will you actually get in touch with leads who book time with you? How long will the meeting be?
These fields will sync directly with the appropriate fields on the calendar event.
If you choose to add a phone number under Location, the contact will have your number but you might not have theirs. Work around this by adding a "Phone Number Capture" Skill to playbooks or by clicking the "ask for a phone number as well" toggle within a goal!
Setting #2: Rescheduling
Navigate back to the "Calendar" tab and click on the "Availability" tab to continue set up!
If you would like to allow others to reschedule or cancel meetings they have booked through your calendar drop, toggle this setting on.
Under your "Availability" tab, you can also set your availability for meetings. Be sure to change the timezone setting so it matches your location. You can select what type of days you are available (weekdays, weekends, everyday, etc) and times to go along with those days.
If there are two or more conditions for your availability (ex. 9am to 5pm on weekdays, but only 10am to 2pm on weekends) feel free to click “Add Availability”
Convo's conflicting with your meetings?
Did you know that Premium+ customers have a setting to prevent you from being routed into a conversation when in a meeting? Check the box shown in the screen shot below,
Once checked, you'll avoid being routed into conversations during meetings. If you stop being busy according to your calendar, you'll be routed into conversations again. If your calendar is disconnected it will no longer work. Also note, this setting won't account for any calendars other than the one you're using in Drift.
Setting #3: Time Buffer Settings
These settings are very helpful in keeping your calendar manageable and stress free! Buffer time allows for time in between meetings to recharge, and minimum notice time gives you the chance to prepare before meetings and avoid surprises.
Setting #4: Meeting Reminders
Under the Guest notifications tab you can choose to...
- Send an email X minutes after a meeting is booked written in own words via the Customize link.
- Send an email X minutes before a meeting takes place written in your own words via the Customize link.
- Send multiple reminder Emails to guest.
Your Contact's View:
This is what the end user will see from their end when scheduling a meeting!
Once they have selected a meeting time, they will receive this message and an email confirmation automatically. You will also receive an email confirmation with the contact’s details, and the meeting will appear on your calendar.
When Calendars Are Used
The Calendar drop can be used in a variety of ways, including on your Drift Profile, Drop in Live Chat, and Automatic Drop from Playbooks. Learn more about these options here!
You’re All Set!
You are now ready to start booking meetings!