Managing meetings

All your customer meetings in one place: set a meeting from the lead card, see it in the table and the calendar, mark what came of it, and the customer gets a WhatsApp reminder before it takes place.

About the screenshots: The screenshots show the Hebrew interface. Button and menu names are given in English, with the Hebrew label in parentheses so you can spot them on screen.

1. Where the meetings are

In the top bar, hover over Meetings (פגישות). The menu opens:

In the menu	What opens
Open meetings (פגישות פתוחות)	The table of meetings not yet marked as done. Clicking Meetings itself opens the same table
All meetings (כל הפגישות)	All meetings, including completed ones
Meetings calendar (יומן פגישות)	Calendar view (section 4). The link appears when the calendar is turned on in the account. Either way, the calendar also opens from the calendar button in the table's toolbar
New meeting (פגישה חדשה)	The meeting-setting window (section 2). Shown to users with the Create permission in the Meetings card
Reports (דוחות)	Three meeting reports (section 10)
Settings (הגדרות)	Meeting settings (section 9). The link is shown to everyone, but the screen opens only for managers

Who sees which meetings Anyone with View meetings table (in the Meetings card on the permissions screen) currently sees all meetings in the account, in the table and the calendar, including other reps' meetings. The View all and View team permissions in the same card don't narrow this view today. A rep who shouldn't see other people's meetings? Don't give them View meetings table. They'll still see meetings in the Meetings tab of the leads they can see, and with the Create permission they can also set meetings from there. Create, Complete, Edit and Cancel (deleting a meeting) are separate permissions in the same card. See Teams, roles and permissions.

2. Setting a new meeting

From the lead card

1. Open the lead card and go to the Meetings (פגישות) tab.
2. Click Add new meeting (הוספת פגישה חדשה).

3. Write a meeting title. It's a required field, up to 60 characters.
4. Choose a rep. The default is you, unless the manager turned on Rep selection required.
5. Choose a date. Underneath, the rep's calendar for that day appears, with their available hours. Click an available hour, or type a start and end time. The duration buttons (30 min, 1 hour etc.) set the end time.
6. Choose a meeting type: Phone, Zoom or In person. The manager can change the list of types in the settings. The Zoom type only labels the meeting; it doesn't create a link. Connected your business's Zoom account? You create the link in the meeting window: see Connecting Zoom.
7. You can add a description / note. The summary is usually filled in after the meeting.
8. Click Add meeting (הוספת פגישה).

No available hour on the day you chose? Click Available day (יום פנוי). The system checks the next 30 days and shows days when the rep has available hours. An hour that overlaps an existing meeting of the rep is marked with an Overlaps existing meetings warning. Choose an available hour, unless the manager turned on Allow overlapping meetings.

Two things worth knowing about the form If the manager turned on status selection, a Status field also appears in the form. Otherwise the meeting gets the default status. The Assign additional users field appears in the form, but it isn't currently saved on the meeting.

The meeting appears right away in the lead's Meetings tab, as a card:

• The action row (highlighted): change the status, rep and time. The trash can deletes the meeting.
• The circle with the check mark in the corner marks the meeting as done. The small calendar icon adds it to your Google Calendar.
• Show all in table opens all of the lead's meetings in the meetings table.
• Clicking the card opens the meeting window (section 5).

From the meetings table

1. In the meetings table click + Meeting, or choose New meeting in the menu.
2. Click Link to customer (שייך ללקוח), search for the lead by name or phone and click it. A meeting without a customer, like a team meeting? Click Not linked to a customer card.

3. Choose a rep, date and time, write a title and choose a meeting type. Click Add meeting.

When changing a lead's status

You can set it up so that when a lead is moved to a certain status, for example Meeting set, a Set a meeting window opens. The setting is in Statuses and pop-ups. In the same window you can also send the customer a message with the meeting details: see Meeting confirmation message to the customer.

3. The meetings table

Meetings are grouped by day. A meeting from a previous day that wasn't marked as done is colored orange, and a completed meeting green. A meeting in a status whose outcome is Canceled (section 5) is shown faded.

Above the table are summary cards. Clicking a card filters the table, and clicking again removes the filter:

Card	What's counted
Today	Meetings taking place today
Overdue	Meetings from previous days not marked as done
Upcoming	Meetings from tomorrow on
Awaiting outcome	Meetings whose time has come and that aren't marked as done yet
Closed	Meetings in a status whose outcome is Deal closed (section 5)

What you can do in a row:

In the row	What happens
The circle in the Not done column	Marks the meeting as done. Click again to undo
The date	Quick edit of the time
The customer name or title	Opens the meeting window (section 5)
Meeting status	Choose a status from the list (section 5)
Assigned rep	Move the meeting to another rep
The calendar icon	Adds the meeting to Google Calendar
The red X	Deletes the meeting. It can be restored

The toolbar

Button	What it does
Search meetings	Searches by customer name, meeting title, email or phone. You can type part of the phone, from 3 digits, without dashes
The funnel	Shows the active filters, with the option to remove each one
The clipboard with the list	Copy meeting schedule to WhatsApp: copies the meetings in view as neatly formatted text, to paste into WhatsApp
+ Meeting	New meeting
Table / calendar (highlighted)	Switch between the table view and the calendar
The circular arrows	Refresh: reloads the table
The trash can with a number	Deleted meetings. Shown only when there are some. There you restore a meeting, or delete it permanently
Excel	Exports the meetings in view, by the current filter
The gear	Meeting settings, for managers

The button with three lines next to the title (hovering shows Advanced filter) opens the filter bar: search, quick filters (All meetings, My meetings, Today, Overdue, Upcoming, Awaiting outcome, Closed), and below them an Advanced filter by any column.

Acting on several meetings at once

Check the boxes at the start of the rows. An action bar opens at the bottom of the screen:

1. With Select you can choose the whole page, all the meetings in the filter, or a specific number.
2. Choose Change status, Assign to rep or Meeting type, and click Apply.
3. Under More actions: Export selected to Excel, Mark as done, Mark as not done and Delete selected.

After each action an Undo button appears for a quick reversal. Each user sees only the actions their permissions allow.

4. The meetings calendar

Open Meetings calendar in the menu, or click the calendar icon in the table's toolbar.

• Choose whose meetings: in the sidebar, under My calendars, check the reps. Select all shows everyone. Each rep has their own color, and the choice is saved for next time.
• Change view: in the list in the calendar's corner (Week) choose Day, Week, Month or Schedule. Resource grid shows one day, with a column per calendar.
• Move a meeting: drag it to another hour or day. Stretch its edge to change the duration.
• Open a meeting: hovering shows the details, and clicking opens the meetings tab on the lead card.
• Canceled meetings: the switch in the sidebar also shows meetings the customer canceled through the booking link (section 7), or that were deleted in Google Calendar. When it's off, they aren't shown. The setting is personal for each user.

• More in the sidebar: Default view sets which view the calendar opens in. In each calendar's ⋮ menu: color, Show only this calendar and Calendar settings.

5. The meeting window, statuses and outcomes

Clicking a meeting in the table or in the lead's Meetings tab opens the meeting window. In the calendar, clicking opens the lead's meetings tab, and from there you click the meeting.

• The status (at the top): clicking opens the list of statuses.
• Mark as done: the meeting took place and is finished with.
• Add to calendar: opens Google Calendar with an event ready for the meeting. No sync is needed for this.
• Date and time: change them and click Save times.

Further down the window:

• Coordinator: who set the meeting.
• Assigned rep: clicking another rep moves the meeting to them.
• Meeting type: can also be None.
• Description and Meeting summary are saved automatically as you type.

Meeting statuses

Each account has its own list of statuses, for example New meeting, Follow-up, Rescheduling, No-show, Canceled, Closed and Not closed. Change a status in the meeting window, on the card in the lead's tab, or straight from the table:

The customer canceled? Choose a canceled status, and the meeting stays in the history. Deleting (the X or the trash can) removes it from the table, and it can be restored from Deleted meetings.

Meeting outcome (for managers)

Statuses are managed in Meeting settings, in the Statuses tab:

• Enable statuses in meetings needs to be on for the status column to appear.
• Default status for a new meeting: what every meeting that's set gets.
• Allow choosing a status when adding a meeting: adds a status picker to the new meeting form.
• In the table you change the name and color, turn a status off, and choose who can change to it (Role that can change to this status). Add status adds a new one.
• In the Meeting outcome column (highlighted) you assign each status to one of four outcomes: Showed up, Deal closed, Didn't show up or Canceled. For example: Closed to the Deal closed outcome, No-show to Didn't show up and Canceled to Canceled. A status with No category isn't counted in any outcome.

The outcome is what the system counts: in the Closed card in the table, in the reports, and in two settings:

• Auto-complete by meeting outcome (the General settings tab): when you choose a status whose outcome is Deal closed, Didn't show up or Canceled, the meeting is marked as done by itself.
• Close-deal window on meeting status change (the Purchase on meeting status change tab, when the purchases module is active): a status with the Deal closed outcome opens a window to record the purchase. You can also update only the status.

6. Reminders before a meeting

The Reminders before a meeting (תזכורות לפני פגישה) screen sends customers a WhatsApp reminder before the meeting, without you setting up a trigger yourself. Open it from Settings in the top bar → Reminders before a meeting, or from the card at the top of Meeting settings.

1. Turn on the switch in the Day-before reminder card, or in the Attendance confirmation card: a message that asks the customer to confirm they're coming, by replying.
2. When to send: The evening before the meeting or The morning of the meeting. In Send time write a whole hour, from 0 to 23.
3. WhatsApp account: The main number, or By the assigned rep, from the rep's number.
4. Meeting status filter: all meetings not yet completed, or only meetings in a certain status.
5. Saturday behavior: a reminder that falls on Saturday isn't sent. You can choose Move up to the previous working day or Postpone to the next working day in the morning.
6. Edit the message template. The buttons (Customer name, Date, Day, Time, Rep) insert details from the meeting.
7. Want the rep to get it too? Check Also send the reminder to the meeting's assigned rep.
8. Click Save. The caption at the bottom of the card changes from Off to Saved · active.

Each reminder is saved as a scheduled trigger, and you can also see it under Scheduled triggers. The messages go out from your connected WhatsApp, so you need a connected number: see Connecting and using the WhatsApp module. A meeting marked as done doesn't get a reminder.

Who can open the screen It requires the triggers module and the Triggers permission (in the Content and automations group on the permissions screen).

• A message as soon as the meeting is set is configured in the Add meeting trigger or in the status-change window. See Meeting confirmation message to the customer.
• Want to build the reminder yourself, with your own filters? See Automatic WhatsApp reminder a day before a meeting.

Adding a reminder in the meeting window At the bottom of the meeting window there's also Add reminder, for a single meeting. These reminders are sent only in accounts where support turned them on, and from Taskey's number rather than yours. For most businesses, the screen above is the right fit.

7. The booking link (self-scheduling)

A public link in the style of Calendly: the customer chooses a meeting type, a day and an available hour, and the meeting goes into the rep's calendar. The manager turns it on and configures it in Meeting settings → Booking link (לינק קביעת פגישה).

1. Turn on Enable booking link. Once it's on, the other cards appear.
2. In the Booking rules card you set the rules for all links. An empty field = the default in the table.

Setting	Default
Minimum notice (hours): how far ahead, at least, a meeting can be booked	2
Maximum range ahead (days): up to how many days ahead	30
Buffer between meetings (minutes): free time before and after every existing meeting	0
Interval between offered slots (minutes): how often a start time is offered	By the meeting length
Default view in the link	Automatic: a list on a phone, a calendar on a computer

3. In the Meeting types card you define what the customer chooses in the first step. For each type: name, length (min), buffer, format (phone, Zoom, in person), color and active. On the second row, Zoom link / meeting address is shown to the customer as the meeting place, with a description below. Google Meet attaches a Meet link to every meeting of this type (requires Google sync, section 8). Click Save.

A meeting from the link doesn't get its own Zoom link The customer gets only what you set for the meeting type: the fixed link in the Zoom link / meeting address field, or a Meet link if you checked Google Meet. A separate Zoom link for each meeting isn't created from the booking link. Want one? Create it afterwards in the meeting window - see Connecting Zoom.

4. In Pre-booking questionnaire you can add questions to each meeting type. A required question blocks the booking until the customer answers. The answers are saved on the meeting (later in this section you'll see where).
5. In the Automatic messages to the customer and the rep card you set what goes out after the customer books: Send messages to the customer (an immediate confirmation, a message on a reschedule or cancellation, and a reminder), Channel for customer messages (WhatsApp, email or both), Reminder how many hours before the meeting (default 24; 0 = no reminder), and an Internal update to the host rep on WhatsApp. The wording of every message can be edited. Messages to the customer include links to reschedule, cancel and add to their calendar.
6. In the Availability and personal link card, choose a rep and set their weekly availability windows: for each day you can add a window (+) or remove one (X). Click Save availability. The customer sees only hours inside the windows that don't have a meeting yet. When Google Calendar sync is active (section 8) and the rep is connected to it, hours that are busy in their Google Calendar are also blocked in the link - for example a private event set only in Google.

The same card has the rep's personal link, for example /book/dana:

• Copy and Send on WhatsApp send the link to the customer.
• A direct link for each meeting type skips choosing the type and opens the requested type right away.
• Edit the link address: choose an easy-to-remember address, in English letters and digits. Changing the address cancels the previous one.
• Reset link replaces the link's internal key; the address stays the same.

This is how the customer sees the link, after choosing a meeting type:

The customer picks a day and an hour, fills in their details and confirms. The meeting goes into the rep's calendar. If their phone already exists in the system, the meeting goes into the existing lead. Otherwise a new lead opens, assigned to the rep, with the lead source booking_link.

Where you see the questionnaire answers

The answers go into the meeting's Description, under the heading Questionnaire, together with the customer's phone. Open the meeting from the table or from the Meetings tab on the lead card:

The same text also appears in the lead's history, in the New meeting record that's added when the meeting is set.

When the customer reschedules or cancels

The messages the customer gets (if you turned on Send messages to the customer) include a reschedule link and a cancel link. The same buttons also appear on the confirmation screen, right after the customer books.

Reschedule: the same booking page opens, with the available hours of the same rep and the same meeting type. The current time is shown at the top. The customer chooses a new hour and confirms.

• The meeting itself moves to the new time. No extra meeting is created, and the status, summary and answers stay.
• The Google Calendar event is updated, if there's a sync.
• The link's reminder will go out again before the new time.

Cancel: the customer sees the meeting name and time, and clicks Confirm cancellation.

• The hour is freed, and other customers can book it.
• The meeting leaves Open meetings and the calendar. In the calendar you see it only when the Canceled meetings switch is on (section 4).
• The event is deleted from Google Calendar, if there's a sync, and no reminder goes out.
• The reschedule link for this meeting stops working.

The meeting's status doesn't change by itself In All meetings and in the lead's Meetings tab, a meeting the customer canceled keeps the status it had (for example New meeting), with no canceled mark, and is counted in the Upcoming card. To know about a cancellation, turn on Internal update to the host rep: the rep will get a WhatsApp message that a meeting booked through the link was canceled. Then choose a canceled status for the meeting, so it's counted correctly in the reports.

8. Syncing with Google Calendar

Without any connection: the Add to calendar button in the meeting window, and the calendar icon in the table and on the card, open Google Calendar with a ready event. Save it in Google and you're done. (In an account set up to work with Outlook, they open Outlook.)

Automatic sync: every new meeting goes up to Google Calendar, and with a two-way connection, changes made in Google come back to Taskey too. It's opened in the Google card on the Settings → System connections screen. As long as the card says Beta and Contact support to open it, contact support and we'll open it. Once it's open, the account manager sees the Google Calendar settings screen:

Here you turn on Enable Google Calendar sync, choose whether tasks also go up to the calendar (Sync tasks to calendar), whether there's one shared calendar or A calendar for each user, and to whom meetings set directly in Google are assigned (Default user for incoming meetings). The Connect shared calendar to a Google account button opens Google's approval window.

All the steps, the sync direction and troubleshooting: Google connections: Calendar, Meet and Sheets.

9. Meeting settings (for managers)

Open them from Meetings → Settings, or with the gear in the table's toolbar. The screen opens for the account manager, or for a role with permission to edit roles (Roles → Edit).

Tab	What you set
General settings	A shortcut to the Reminders before a meeting screen, Auto-complete by meeting outcome, Open the meetings list when there's more than one. In the meeting-setting window: Allow overlapping meetings, Rep selection required, Default title, Default meeting type, and Manage meeting types (add, rename and delete)
Hours and duration	Working days and hours, Allow booking on a day off, Start hour - calendar view, Default meeting duration, and Meeting duration options shown in the window
Columns and view	Which columns appear in the meetings table (meeting type, lead source, campaign, city, lead status, purchases and more), Additional fields from the leads table, and what's shown on a phone
Statuses	The meeting statuses and the meeting outcome (section 5)
Add on lead status change	The summary messages when a meeting is set, to the rep and to the customer, and Add a purchase in the meeting window
Meeting schedule	The wording of the text copied by the Copy meeting schedule to WhatsApp button
Purchase on meeting status change	Close-deal window on meeting status change. Shown when the purchases module is active
Booking link	The self-scheduling link (section 7)
Branches	A branch column and working hours for each branch. Shown when the branches module is active

The working hours set which hours are shown as available in the meeting-setting window:

10. Meeting reports

In the Meetings menu under Reports, and also in the Reports menu in the top bar:

Report	What you see
Meetings by coordinator	How many meetings each user set
Meetings by handling rep	Each rep's meetings, by status
Meetings by lead source	How many meetings came from each lead source

Choose a date range (Today, This week, This month and more). At the top are summary cards: Total meetings, Past meetings, Took place and Upcoming. The table has a column for each status, and columns for purchases. Clicking a number opens the records behind it.

The Meetings dashboard is in Dashboards, on the Meetings board. More about reports: Reports and dashboards.

Who sees the reports The reports open for users with View all in the Leads card on the permissions screen. Users with only View team will see the links in the menu but won't be able to open them. The reports by coordinator and by rep appear only when the account has more than one user.

FAQ

Can I move a meeting to another day without opening it? Yes. In the calendar, drag it to the new day and hour. In the table, click its date and update it.

How do I see only my meetings? In the table, click the My meetings link next to the search box, or choose My meetings in the filter bar. In the calendar, check only yourself under My calendars.

The customer canceled. Should I delete the meeting? Better to choose a canceled status: the meeting stays in the history and is counted in the reports. Deleting removes it from the table, and it can be restored from Deleted meetings.

Can I record a purchase from a meeting? Yes, when the purchases module is active. Add a purchase in the meeting window adds purchase recording to the meeting-setting window that opens when a lead's status changes. Close-deal window on meeting status change opens a purchase window when you choose a meeting status whose outcome is Deal closed.