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Using Google Meet

B
Bindu Rekha Babu
9 Mar, 2021 - Updated 1 month ago

Introduction

 

Google Meet is a video-communication app developed by Google. 

Use Google Meet to connect and collaborate with your contacts and co-workers with real-time video calls.

 

So how does Google Meet work with Vtiger CRM?

Simple, start by installing the Conference extension. And while you set up a calendar event, select the type of meeting as Google Meet. Send the Google Meet link through an email, as the event alert, through the Web Chats window, etc., directly from the CRM.
 

So what are the benefits of using Google Meet? 

Well, with Google Meet, you can:

  • Create meetings for up to 250 people.
  • Share a link with your participants, and they join the meeting with a click.
  • Add captions in real-time during a meeting.
  • Share your desktop or laptop screens, presentations, and documents.


Amazing, isn't it? And you can also use Google Meet directly in the following Vtiger CRM modules:

  • Events
  • Contacts
  • Deals 
  • Web Chats


Installing Google Meet

To use Google Meet, you need first to install it and then sync your Vtiger CRM calendar and contacts from your CRM.

Note: Google Meet is not available by default. You will need to install it from the Extension Store.

Follow these steps to install Google Meet:

  1. Click the User Menu on the top right corner.
  2. Click the Settings button.
  3. Go to the Extensions section.
  4. Click Extension Store.
  5. Click Conference.
  6. Click the Install button.

Syncing Events with Google Calendar

Now that you have installed Google Meet, are you eager to start using it?

Hold on for just a minute. You first need to sync your events (calendar) and contacts in the CRM with Google Meet. This way, whenever you set up an event (for example, a meeting with a client), the date and time and the Google Meet link will reflect in the client's calendar.

Follow these steps to sync your CRM events with Google Calendar:

  1. Go to the Main Menu.
  2. Click the Essentials tab
  3. Click Events
    1. The Events List View screen is displayed
  4. Click the Sync button on the top right corner
  5. Click on Google in the Sync window
    • Note: First-time users need to provide their Google ID and Password, so Google authenticates user credentials
  6. Click the Settings button
  7. Go to the Events Sync Settings section
  8. Select the following information
    1. Google Data - the data that needs to be synced
    2. Sync Direction - the direction that data needs to flow
    3. Sync From - the date from which data has to be synced
      1. Note: All the events from the Sync From date to the current day will be synced
  9. Click the Enable Events Sync toggle to start syncing
  10. Click Save
You are now ready to use Google Meet.
 

Note: Are you using Google Meet for the first time?

  • If you are a first time user of Google Meet, you will need to authenticate your credentials. 
  • Normally, you will be asked to provide your User ID and Auth code before the sync process, but we have made it easier.
  • The CRM will now direct you to the Authentication screen, so you can provide your credentials and start using Google Meet.


Using Google Meet

Ready to connect with your customers and colleagues? 

Since Google Meet is an app primarily used as a mode of communication, let us see where it is available in the CRM. Google Meet is available as:

  • Activity Type in Events
  • Schedule Conference in Contacts
  • Email link in Contacts
  • Schedule Conference in Deals
  • As a link in Web Chats

Well then, create events such as meetings, service calls, training sessions, etc., and start using Google Meet today! 

Note: In Vtiger CRM, the Schedule Conference field refers to a meeting you want to schedule with your contact. 


Using Google Meet in the Events Module

To use Google Meet through events, select the Activity Type as Google Meet.
Follow these steps to use Google Meet:

  1. Go to the Main Menu
  2. Click the Essentials tab
  3. Click Events
    1. The Events List View screen is displayed
  4. Click the + Add Event button
  5. Click the View Full Form button at the bottom of the  Quick Create > Event window
  6. Enter or select the following in the Event Details section:
    1. Name - Name of the event. Naming an event appropriately will help the participants identify the event easily in case they have a busy calendar
    2. Assigned To - Select the employee or the group the event is assigned to
    3. Start Date & Time - The date and time on which the event is being held
    4. End Date & Time - The date and time at which the event finishes
    5. Agenda - The schedule and/or the topic of the event
    6. Status - Select the status as planned
    7. Activity Type - Select Google Meet
    8. Priority - Set the priority for the event as required
  7. Enter Related To details
    1. Related To
    2. Contact Name
  8. Add details in the Description textbox - Add information about the event including the agenda if available
  9. Add participants in the Invitees section. You can add participants by:
    1. Type and Search - Enter the first three letters of an invitee's name to be displayed and click on the name to select
    2. Click on the Contact icon, to display and select from the list of available contacts 
  10. Click Save

Did you Know?

You can create a contact from the Quick Create > Events window by clicking the + icon .


Using Google Meet in the Contacts Module

Assume you want to send a meeting request or a calendar event to your contact. You can send a Google Meet link from an individual contact record in the Contacts module in the following ways:

  • Create a Scheduled Conference
  • Send a Google Meet link through an email

The recipient will simply accept your request and click on the link you sent to join the meeting. Now let us see how you can accomplish this.

Tip: No delays, no confusion. Have all the information on hand before you create an event in the CRM.

Creating a Scheduled Conference

You can create or schedule a conference (meeting) using the Do button from a contact record.
Follow these steps to schedule a conference (meeting) from a contact record:

  1. Go to the Main Menu
  2. Click the Essentials tab
  3. Click Contacts
    1. The Events List View screen is displayed
  4. Click on the contact record for which you want to create an event
  5. Click the Do button
  6. Click the Reach out later option
  7. Click the Schedule Conference option
  8. Enter the following the Schedule Conference window
    1. Enter Event Name - Enter the name of the event
    2. Start Date - Enter the start date
    3. Start Time - Enter the start time
    4. Duration - Enter the estimated duration of the meeting
  9. Click Add
  10. Click the Send Email button

Note: Do not forget to send an email to your contact about the scheduled meeting.

Sending a Google Meet link through email

You can send a Google Meet link in your email to your contact or co-worker. 

Follow these steps to schedule a conference (meeting) from a contact record:

  1. Go to the Main Menu
  2. Click the Essentials tab
  3. Click Contacts
    1. The Events List View screen is displayed
  4. Hover on the contact record to whom you want to send a meeting link. 
  5. Click the Email icon 
  6. Enter the following information in the Compose Email window
    1. To - Enter the name of the person to who you are sending the meeting request
      1. Type the first three letters of the recipient's name and click to select
      2. Click the drop-down beside the To field to select the contact type (Contact, Organization, Vendor, Employee, etc.)
    2. Click the More button to display and enter the following information
      1. From - Add the email address from which email is being sent
      2. Reply To - Add the email address to receive the email
      3. Add CC BCC - Add email addresses to send Ccand Bcc emails
    3. Subject - Add the subject of the email
    4. Click the Insert Links drop-down 
      1. Select the Schedule Conference option
      2. Enter the following in the Schedule Conference window
        1. Enter Event Name - Enter the name of the event
        2. Start Date - Enter the start date
        3. Start Time - Enter the start time
        4. Duration - Enter the estimated duration of the meeting
      3. Click Add
    5. The meeting information will is added to your email
  7. Add email content in the text window
    1. Note: You can select an existing email template instead of typing out content. To know more about email templates, click here.
  8. Click the Send button

Apart from creating and sending a Google Meet link in your email, you have other options available in the Compose Email window.

From the Compose Email window, you can:

  • Attach files: You can attach documents along with your meeting request from the laptop, desktop, or from the CRM. 
  • Reminder: You can set a reminder to yourself to follow up on the email sent.
  • Tracking: You can track the email you have sent to see if your request was accepted.
  • Save as Draft: If you have any impending meetings or discussions coming, you can prepare well ahead of time by creating and saving an email as a draft with relevant information.
  • Send: Just because you have created an email does not mean you have to send it right away. Create an email when you are free and schedule it to be sent on the date and time you pick. Yes, Vtiger CRM gives you the option to pick a schedule to send an email.

To learn more about these options, click here.

 

Did you notice? 

The Event Name is the same as the text in the email Subject field. Yes, Vtiger CRM picks up the text in the subject field as the Event Name (in the Schedule Conference window). 

So make sure you enter the appropriate subject for your event or meeting. 

PS - Of course, you can always edit the Enter Event Name field to add your content.

 

Note: Do not forget to send an email to your contact about the scheduled meeting.


Using Google Meet in the Deals Module

You can create or schedule a conference (meeting) from a deal record in two ways:

  • Using the Do button 
  • Using the Email icon

Creating a Scheduled Conference from a Deal Record

You can create or schedule a conference (meeting) using the Do > Reach out later button from a deal record. Meeting requests, schedules, and links are sent to the contact associated with the deal record.

Follow these steps to schedule a conference (meeting) from a deal record:

  1. Go to the Main Menu
  2. Click on the Sales tab
  3. Click on Deals
  4. The Deals List View screen is displayed
  5. Click on the deal record for which you want to create an event (meeting)
  6. Click on the Do button
  7. Click the Reach out later option
  8. You can send the Google Meet link using the following options:
  • Schedule Event
  • Schedule Email
  • Schedule Conference

Follow these steps to send a Google Meet link from the Schedule Event option:

  1. Click on the Schedule Event option
  2. Enter the following the Quick Create > Event window
    1. Name - Name of the event. Naming an event appropriately will help the participants identify the event easily in case they have a busy calendar
    2. Assigned To - Select the employee or the group the event is assigned to
    3. Start Date & Time - The date and time on which the event is being held
    4. End Date & Time - The date and time at which the event finishes
    5. Status - Select the status as planned
    6. Activity Type - Select Google Meet
    7. Priority - Set the priority for the event as required
    8. Agenda - The schedule and/or the topic of the event
    9. Click Save
  3. Click Add
  4. Click on Send EMail

Did you notice? 

The Contact Name and Related To fields are already pre-populated with contact and the deal information. 



Follow these steps to send a Google Meet link from the Schedule Email option: 
 
  1. Click on the Schedule Email option
  2. Enter the following the Compose Email window
    1. To - Enter the name of the person to who you are sending the meeting request
      1. Type the first three letters of the recipient's name and click to select
      2. Click the drop-down beside the To field to select the contact type (Contact, Organization, Vendor, Employee, etc.)
    2. Subject - Add the subject of the email
    3. Click on the Insert Links drop-down 
      1. Select the Schedule Conference option
      2. Enter the following in the Schedule Conference window
        1. Enter Event Name - Enter the name of the event
        2. Start Date - Enter the start date
        3. Start Time - Enter the start time
        4. Duration - Enter the estimated duration of the meeting
    4. Click on the Send button

Did you notice? 

The Event Name is the same as the text in the email Subject field. Yes, Vtiger CRM picks up the text in the subject field as the Event Name (in the Schedule Conference window).  So make sure you enter the appropriate subject for your event or meeting. 

PS - Of course, you can always edit the Enter Event Name field to add your content.


From the Email Compose window, you also can:

  • Attach files: You can attach documents along with your meeting request from the laptop, desktop, or from the CRM. 
  • Reminder: You can set a reminder to yourself to follow up on the email sent.
  • Tracking: You can track the email you have sent to see if your request was accepted.
  • Save as Draft: If you have any impending meetings or discussions coming, you can prepare well ahead of time by creating and saving an email as a draft with relevant information.
  • Send: Just because you have created an email does not mean you have to send it right away. Create an email when you are free and schedule it to be sent on the date and time you pick. Yes, Vtiger CRM gives you the option to pick a schedule to send an email.


Follow these steps to send a Google Meet link from the Schedule Conference option:

  1. Click on the Schedule Conference option
  2. Enter the following the Schedule Conference window
    1. Enter Event Name - Enter the name of the event
    2. Start Date - Enter the start date
    3. Start Time - Enter the start time
    4. Duration - Enter the estimated duration of the meeting
  3. Click Add
  4. Click on Send EMail

Note: Do not forget to send an email to your contact about the scheduled meeting.


Sending a Google Meet link through email

You can send a Google Meet link in your email to your deal contact directly from a deal record.  
Follow these steps to schedule a conference (meeting) from a deal record:

  1. Go to the Main Menu
  2. Click on the Sales tab
  3. Click on Deals
  4. The Deals List View screen is displayed
  5. Hover on the deal record for which you want to create an event (meeting)
  6. Click on the Email icon
  7. Enter the following in the Compose Email window
    1. To - The name of the contact related to the deal is displayed in the To field. 
    2. Subject - Add the subject of the email
    3. Click on the Insert Links drop-down 
      1. Select the Schedule Conference option
      2. Enter the following in the Schedule Conference window
        1. Enter Event Name - Enter the name of the event
        2. Start Date - Enter the start date
        3. Start Time - Enter the start time
        4. Duration - Enter the estimated duration of the meeting
      3. Click Add
  8. Click on the Send button
 

From the Compose Email window, you also can:

  • Attach files: You can attach documents along with your meeting request from the laptop, desktop, or from the CRM. 
  • Reminder: You can set a reminder to yourself to follow up on the email sent.
  • Tracking: You can track the email you have sent to see if your request was accepted.
  • Save as Draft: If you have any impending meetings or discussions coming, you can prepare well ahead of time by creating and saving an email as a draft with relevant information.
  • Send: Just because you have created an email does not mean you have to send it right away. Create an email when you are free and schedule it to be sent on the date and time you pick. Yes, Vtiger CRM gives you the option to pick a schedule to send an email.


Using Google Meet in Web Chats

Good news for Customer Support teams!

If you are interacting with a customer by chat, you can now set up a meeting and also send them a Google Meet link within the chat window itself.
So, if you are a part of a customer support team, follow these steps to schedule a conference (meeting) from a deal record:

  1. Go to the Main Menu
  2. Click on the Essentials tab
  3. Click on Web Chats
  4. When a customer starts a chat, accept the chat
  5. Click on the (), more icon to display the drop-down
  6. Select Schedule Conference
  7. Fill the following details in the Schedule Conference window
    1. Subject – The subject reflects the chat number, customer name, and the agent name
    2. Start Date - Enter the start date
    3. Start Time - Enter the start time
    4. Duration - Enter the estimated duration of the meeting
  8. Click Add
  9. You can send the Google Meet link:
    1. Directly from the Chat window
    2. Via Email
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