Meetings & Calls

Meetings

What is a Meeting?

A Meeting is a scheduled interaction — in-person, phone call, or video conference — with a lead, contact, or team member. Depending on your industry, this might be called:

• Meetings (General Sales)
• Site Visits (Real Estate)
• Test Drives (Automotive)
• Appointments (Healthcare)
• Campus Visits (Education)

Scheduling a Meeting

From a Lead/Contact:

1. Open any record → Click Schedule Meeting or Log Meeting
2. Fill in:
   • Subject — What the meeting is about
   • Date & Time — When it starts
   • Duration — How long (30 min, 1 hour, etc.)
   • Location — Physical address or video link
   • Attendees — Internal (team) + External (customer)
   • Agenda — Topics to discuss
   • Related To — Link to Lead, Contact, or Deal

From Tasks/Calendar:

1. Go to calendar view → Click on a time slot
2. Fill in meeting details
3. Invitations sent to attendees (if email configured)

Meeting Fields

Field	Description
Subject	Meeting topic/title
Date & Time	Scheduled start
Duration	Meeting length
Location	Where (address/video link)
Type	In-Person, Video Call, Phone Call
Attendees	Who's attending
Status	Scheduled, Completed, Cancelled, No-Show
Outcome	Positive, Neutral, Negative
Notes	Meeting minutes and action items
Next Steps	Follow-up actions
Related To	Linked Lead/Contact/Deal

After the Meeting

Update the meeting record:

1. Change status to Completed
2. Add Notes — Key discussion points
3. Record Outcome — How it went
4. Add Next Steps — What to do now
5. Create follow-up Tasks — Actionable items with due dates

Meeting Reminders

• Auto-reminder 1 hour before (configurable)
• Reminder sent via email and/or in-app notification
• Attendees also receive reminders

---

Calls

Click-to-Call

If calling is configured (TeleCMI/PIOPIY):

1. Click any phone number in the CRM
2. Browser initiates the call via WebRTC
3. Call connects through your configured caller ID
4. Timer shows call duration
5. After hangup, prompted to add notes

Logging Calls Manually

If you made a call outside the CRM:

1. Open the lead/contact → Click Log Call
2. Fill in:
   • Date & Time — When the call happened
   • Duration — How long
   • Direction — Inbound or Outbound
   • Outcome — Connected, No Answer, Busy, Left Voicemail
   • Notes — What was discussed
   • Next Steps — Follow-up plan

Call Fields

Field	Description
Subject	Brief description
Date & Time	When it happened
Duration	Call length
Direction	Inbound / Outbound
Outcome	Connected, No Answer, Busy, Voicemail
Notes	Discussion summary
Related To	Linked Lead/Contact/Deal
Recording	Call recording link (if enabled)
Caller ID	Number shown to recipient

Call Recording

• If enabled in Settings, calls are recorded automatically
• Recordings accessible from the call log entry
• Useful for training and dispute resolution
• Recordings stored securely with access controls

Call Analytics

Track calling performance:

• Calls per day/week — Activity level
• Average duration — Engagement quality
• Connect rate — % of calls that connected
• Outcome distribution — Connected vs No Answer vs Busy
• Best time to call — When connect rates are highest
• Per-rep metrics — Team comparison

---

Call History

Every lead and contact has a Call History tab showing:

• All calls made to/from this person
• Date, time, duration, outcome
• Notes from each call
• Link to recording (if available)
• Chronological timeline

Meeting vs Call vs Task

Type	Use When	Duration
Meeting	Pre-scheduled discussion (internal or external)	30-60+ min
Call	Quick phone conversation	5-30 min
Task	An action to complete (not a live interaction)	N/A

Tips

• Log every call — Even quick ones. Builds complete history
• Set outcomes — "Connected" vs "No Answer" helps track outreach effectiveness
• Add notes immediately — Memory fades fast after calls
• Create tasks from meetings — Turn action items into tracked tasks
• Use the calendar — See your day's meetings at a glance
• Review call recordings — For coaching and quality improvement
• Track no-shows — Follow up with missed appointments the same day