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Using Webex Meetings in Vtiger CRM

This article will help you integrate and access Webex meetings from Vtiger CRM.
R
Rashmi Kashyap
6 Aug, 2021 - Updated 1 year ago
Table of Contents

​Introduction

 

 

Webex by Cisco offers secure and reliable video conferencing, cloud calling, and screen-sharing capabilities. It is a one-stop solution for all calls, messages, meetings, and other events. 

 

When you integrate Webex with Vtiger CRM, you can easily create and insert meeting links when sending emails, chat replies, or meeting invites. With the Calculus AI add-on, your recordings can also be automatically analyzed for sentiment, actions, and coaching. 

You can also access Vtiger Bot from within Webex spaces to view and share contact, deal information. To know more, click here.

Activating Webex Meetings

To use Webex Meetings in Vtiger CRM, you must install the Conference extension.

Follow these steps to install the extension: 

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the screen.
  3. Click Settings.
  4. Go to Extensions.
  5. Select Extension Store.
  6. Search and install the Conference extension.
  7. Click the Launch button.

Webex Meetings is now activated in your CRM account.

Once the extension is installed in your CRM, you can access Webex Meetings directly from:

  • Contacts
  • Deals
  • Emails
  • Events
  • Web Chats

Using Webex Meetings 

Now that you have activated Webex Meetings by installing the Conference extension, you can schedule meetings without leaving the CRM. Host sales demos, training sessions, weekly sales meetings, and other events in just a click! 

Webex Meetings is available as the following:

  • Contacts - Schedule Conference option
  • Deals - Schedule Conference option
  • Emails - Insert Links option
  • Events - Activity Type dropdown
  • Web Chats - Schedule Conference option
 

Did you know?

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

From Events

Follow these steps to create a Webex Meetings from the Events module:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Events.
  5. Click +Add Event.
  6. Enter the following mandatory information:
    • Name
    • Activity Type - Webex Meeting
    • Start Date & Time 
    • End Date & Time
    • Participants
  7. You can add other details like Agenda, Location, etc.
  8. Click Save.
 

Participants status in the CRM

When an event is marked as ‘Held’, Vtiger CRM fetches the participants list from Webex and updates the Invitee status in the CRM’s event record to ‘Joined’ for those who joined the meeting.

 

Note: Participants who joined but were not invited will not be listed in the Event. 

 

Meeting recording link in the CRM

When a user changes the event status to ‘Held’, Vtiger CRM connects to Webex and fetches the meeting recording URL. This URL is stored in the Recording Link field in the CRM’s event record. 

 

Note: Your Webex plan should have a recording feature for the link to appear in Vtiger CRM’s event record.

From Contacts or Deals

You can send the Webex meeting link from an individual contact or deal record.

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

 

Handy Hint: Avoid delays and confusion. Have all the information on hand before you create an event in the CRM.

 

Let us consider the Contacts module here. The same steps apply to the Deals module (under Sales) as well. 

Follow these steps to create a Webex meeting from the Contacts module:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Contacts.
  5. Open any contact record.
  6. Click the More icon on the top right corner of the record.
  7. Select the Schedule Conference option in the dropdown.
  8. Enter the following information:
    • Event Name
    • Activity Type - Webex Meeting
    • Start Date
    • Start Time
    • Duration
  9. Click Add.
  10. Click Send to send the invite to the contact.
 

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

From Emails 

You can insert and send a Webex meeting link to your contact or co-worker from the Compose Email window.

Let us consider this example from the Deals module.

Follow these steps to create a Webex meeting from the Deals module:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Sales.
  4. Select Deals.
  5. Open any deal record.
  6. Click the Email icon on the top right corner of the record.
  7. Click the Insert Links dropdown from the Compose Email window.
  8. Select the Schedule Conference option.
  9. Enter the following information:
    • Event Name
    • Activity Type - Webex Meeting
    • Start Date
    • Start Time
    • Duration
  10. Click Add. The meeting information is added to your email.
  11. Add email content in the text window.
    • Note: You can also select an existing email template by clicking the Select Email Template button instead of typing it from scratch. To know more about Email Templates, click here.
  12. Click Send.
 

Did you know?

Vtiger CRM picks up the text in the Subject field as the Event Name in the Schedule Conference window. You can also edit the Event Name field and add your content.

From Web Chats

Follow these steps to create a Webex meeting from the Web Chats module:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Help desk.
  4. Select Web Chats.
  5. In the live chat console, click on any conversation.
  6. Click on the More icon on the top right of the conversation.
  7. Select the Schedule Conference option in the dropdown.
  8. Fill the following details in the Schedule Conference window:
    • Subject 
    • Activity Type - Webex Meeting
    • Start Date
    • Start Time 
    • Duration 
  9. Click Add.
  10. You can send the Webex Meeting link from:
    • the conversation in Web Chats
    • an Email compose window

Deactivating Webex Meetings 

To deactivate Webex Meetings from your CRM, you must uninstall the Conference extension. Before uninstalling, we advise you to revoke access to Webex from the Events module > Sync button. 

Follow these steps to uninstall the Conference extension from your CRM:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the screen.
  3. Click Settings.
  4. Go to Extensions.
  5. Select Extension Store.
  6. Search and open the Conference extension.
  7. Click the Uninstall button.

Webex Meetings will be deactivated from your CRM account.

 

Note:

  • Once you uninstall the Conference extension, along with Webex Meeting, Zoom Meet, Google Meet, and Teams Meetings options will not be available when creating new meetings via Events. 
  • Existing events created will not be deleted. 
  • Recording links will be retained if they were already fetched. 

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