Meeting Types

Qualified admins manage what kind of meetings can be scheduled and the corresponding meeting invite confirmation emails that are sent to meeting attendees. 

Overview

Meeting types are the different kinds of meetings that visitors are offered. We recommend creating the ones your sales team already uses in your go-to-market strategy, such as:

• Discovery: 30 minutes
• AE initial call: 45 minutes
• AE follow-up: 30 minutes
• Product demo: one hour

After a visitor schedules a meeting, Qualified sends a meeting invite email including the rep’s personal video conferencing link. You can customize that message and choose if a reminder is sent to the visitor per meeting type. The meeting is scheduled with reps based on your meeting routing.

Meeting Type Setup

Each meeting type is configurable to align with your business processes, and consist of the following setup options:

• Meeting Settings: Select the meeting Duration, Minimum Meeting Notice, and Booking Restrictions
• Routing: Choose the set of routing rules and routing type to use to route this meeting type
• Email Confirmation & Reminders: Setup emails to be sent to the visitor upon confirmation and any desired reminders
• Meeting Link Sharing: Allow reps to share the meeting type via. link and have a meeting booked with the specific rep

Create a New Meeting Type

To make a new meeting type:

1. Click the Settings icon.
2. Click Meeting Types.
3. Click + Create new meeting type
4. Enter a name for this meeting type. Note: this 'name' will be the calendar event’s title within Qualified but will not be shared with the visitor unless updated in your experience or by the rep when a meeting is offered. The rep will see this meeting type name in their meeting confirmation email, however the visitor will receive see the Subject (set up in 'Email confirmation & reminders' tab) instead.
5. Click Save in the top-right corner.

Once the meeting type is created, configure all other settings within the different tabs.

Meeting Settings

1. Select the Duration of the meeting from the drop-down menu.
2. If desired, set a Minimum meeting notice. The minimum meeting notice is the amount of time between when a meeting booker is offered and when someone can book a meeting on a rep's calendar. Setting a minimum meeting notice per Meeting Type gives reps enough time to prepare for specific meetings (ie. a discover call may be booked 15 minutes before, whereas a demo may require a full day to prepare). 
3. If desired, set Book restrictions. Meetings can be restricted based on a Rolling date range or a Fixed date range. Fixed date range is a great options for booking meetings during events!
4. If desired, control if the Meeting Type should be Booked during a chat conversation. If this option is deselected, the reps will not see this meeting type when offering a meeting through the messenger during an active conversation.
5. Click Save in the top-right corner.

Reminder: reps can also set a personal minimum meeting notice in their Calendar Settings, independent of Meeting Type, which applies to all meetings booked on their calendar. Qualified will respect the longer of the two settings (for example, if the Meeting Type has a minimum meeting notice of 2 days, but a rep has set a minimum meeting notice of 30 minutes, Qualified will show times 2 days out).

Routing

1. Select the Routing Rule Set you wish to use to route this meeting type. Routing Rule Sets can be configured under Meeting Routing.
2. Select the Routing Type and any weights or exclusions.
3. Click Save in the top-right corner.

Smart Routing

Smart Routing is used to distribute meetings fairly based on factors like rep availability within the time chosen by the visitor. Smart Routing is highly recommended as it prioritizes the time for the visitor and then routes fairly between reps, resulting in more meetings.

• Qualified will select the rep with the lowest rate of meeting booked during the shorter of the following time windows: last 30 days or the time since the user was added to the user group.
• Meeting distribution is managed independently per Meeting Type and resets every 30 days.
• This is not a classic "round robin" functionality since we still show all available times upfront and then select the rep accordingly.

For Smart Routing, admins can assign weights to specific reps to either increase or decrease the number of meetings booked.

• Since all representatives default to a weight of 100%, admins should modify the percentage according to the needs of the team. If someone should receive fewer meetings, their percentage can be reduced below 100%. Conversely, if more meetings are desired for a representative, their percentage can be set above 100%. To exclude a representative entirely, their weight should be set to 0%. Weights and Exclusions may be helpful to teams in a number of ways, including the following examples:
  • Supporting a New Team Member: Imagine a scenario where a new representative has recently joined the team and is still in the process of ramping up. While you want to include them in meetings, it's important to acknowledge their limited capacity. In such cases, the administrator can assign the new rep a weight of 25%. This means they will only receive a quarter of the meetings they would typically be assigned, allowing them to gradually acclimate to their role.
  • Rewarding a High Performer: Sometimes, a representative stands out for their exceptional performance and deserves to be rewarded with additional meetings. To achieve this, the administrator can set the rep's weight to 200%, effectively doubling the number of meetings they receive compared to others.
  • Excluding a Rep: When a representative plans a vacation or takes on a special project, it may be crucial to exclude them from receiving any meeting assignments during that period. By setting their weight to 0%, the administrator ensures that the rep will be temporarily exempted from routing meetings until they return.

Round Robin

Round Robin will route only to the rep who is next in line to get a meeting. 

• It does not optimize for finding the best time possible for the prospect, and hence may result in fewer meetings. Because of this, Smart Routing is highly recommended.
• Round Robin will, however, update the queue to respect meeting cancelations. If a rep is at the front of the queue, has a meeting booked, and then the meeting is cancelled, the rep will be moved back to the front of the queue.

• Round Robin will also respect availability within the Meeting Type's Booking Restrictions. If the rep does not have availability they will be skipped.

For Round Robin routing, weights do not affect the assignment process since it follows a consistent order. However, exclusions remain applicable in the round robin approach, so admins may choose to remove a specific representative(s) from the routing rule.

Email Confirmation & Reminders

1. (Optional) If you want to edit the meeting invite email’s text, update the default text in the Subject and Body within the Confirmation email tab. Note: The Subject will be sent to the visitor as the title of the meeting.
2. (Optional) If you want visitors to be reminded about the meeting, set up reminders under the Reminders tab. Select the timing of the reminder email from the When to send drop-down menu. Since reminder emails are configured based on Meeting Type, this is a great opportunity to provide materials or ask discovery questions ahead of the meeting.
3. (Optional) If you want to send more than one reminder email, click the "+" to send additional emails.
4. Click Save in the top-right corner. 

TIP! Admins can personalize the meeting invite email’s Subject and Body by adding visitor or calendar event fields that dynamically populate for each visitor. Click into the textbox and then click the Lookup icon that appears on the right. Select the field(s) you want from the pop-up window.

Meeting Link Sharing

1. Admins can enable Direct and Routed Meeting Links for reps to use by allowing link sharing. 
   1. Direct Links: Allow direct meeting link sharing allows reps to share a link to this meeting type and book with themselves and/or others
   2. Routed Links: Allow booking using routing rules via link allows reps to share a link to this meeting type and book with individuals defined by the meeting type routing rule 
2. (Optional) Update internal description. It is recommended that meeting types that are used for Routed Links have a description that includes the type of routing that will occur when the rep uses the link (for example, "Round robin between AMER SDRs"). This description is only displayed to internal Qualified users.
3. (Optional) Update Meeting Greeting and Meeting description to reflect any details related to this Meeting Type.
4. Click Save in the top-right corner.

Canceling and Rescheduling Meetings

As meetings are scheduled, there may be times when an attendee will want to cancel or reschedule a meeting. Provided in the email footer of each confirmation or reminder email will be a link to either reschedule or cancel that meeting.

This link and the associated page cannot be removed or modified from Qualified settings, though a mock of the link can be seen in Settings --> Meeting Types.