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Outreach Everywhere extension for Google Calendar

Aye
Updated

Objective

The Outreach Everywhere Extension for Google Calendar streamlines meeting scheduling for reps by enabling them to utilize Outreach Meeting Types and assign opportunities to their meetings. Moreover, reps can conveniently mark past prospect meetings as 'no-show' directly from Google Calendar. Furthermore, they can add prospects to sequences or create Outreach tasks directly from the native calendar interface.

Applies To

  • Outreach admins
  • Outreach users

Notes

  • Outreach Everywhere Extension in Google Calendar doesn’t support recurring meetings
  • When adding prospects to a meeting through the email alias or creating a meeting with a large group of attendees (where Google hides the attendee list), the extension's functionality will be partially limited. This is because Outreach will not be able to retrieve prospect IDs from the attendee list, resulting in the following constraints:
    • The Meeting Type will not fully populate prospect-related variables.
    • The functionality to mark a meeting as a no-show will be unavailable for such meetings.
    • The source of the meeting will not be designated as an extension for prospect meetings where the meeting type was applied. The source will be sync .

Prerequisites

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Use Outreach Everywhere Extension in Google Calendar

With the Outreach Everywhere Extension for Google Calendar, you can:
  • Assign meeting types to meetings
  • Assign opportunities to meetings
  • Mark meetings as a no-show
  • Add prospects to sequences directly from meetings
  • Create tasks directly from meetings
  • See whether the attendees are prospects or not


Create the meeting and assign the Meeting Type

Create the meeting and select the Meeting Type from the drop-down menu to automatically fill in the meeting content, saving you the effort of crafting the meeting invite from scratch. Click “Save” to save the changes made in the Meeting Type picker. The Meeting Type can pre-fill the Meeting title, Meeting length, Location, and Description. For more information about Meeting Types, please refer to the How To Create a Meeting Type article.
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Meeting Type variables
Outreach variables in the Outreach Meeting Types will be automatically populated with relevant values. If the variable is not populated (the data is missing in Outreach or in Google Calendar), the variable will remain unpopulated and the user will be prompted to remove missing variables. Read more in Variables overview.
Video Conferencing: Outreach ensures that invitations are not sent with conflicting video conferencing links
If you include a video conferencing link in your Google native calendar and also incorporate it through an Outreach variable in the Meeting Type, Outreach will notify you of a potential conflict in video conferencing links. You can either manually remove the meeting link variable or the meeting link inserted natively, or allow Outreach to automatically eliminate the links added through the Meeting Type.
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Other considerations around Meeting Types
    1. Round-robin meeting types cannot be scheduled directly on Google Calendar due to its limitation in scheduling on behalf of someone else. For this purpose, it is recommended to use the Outreach web app. Outreach advises against using the 'Transfer ownership' function in Google Calendar, as it results in the loss of the videoconferencing link attached via Google Calendar.
    2. Just as with the web app, if the calendar is removed from Outreach and then reconnected, the information about the added Meeting Type is not recognized.

Edit the Meeting Type

You can edit the meeting type by clicking the "X" button in the Meeting Type picker and choosing a different one from the picker.
IMG: How to edit meeting type from the picker
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Assign opportunity

You can assign meeting activities to a specific opportunity. As soon as you invite the prospect with an opportunity assigned in Outreach, you can select the respective opportunity in the opportunity dropdown.
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Mark meeting as no-show

If a prospect hasn't attended the meeting, you can label it as a 'no-show' directly in Google Calendar by selecting 'Yes' next to the 'Mark meeting as no show' option. This option is available only for meetings with prospects, and the meeting's start time must be in the past.

Add prospects to the sequence or create tasks

Streamlining meeting preparation or follow-up is possible with the extension, allowing reps to seamlessly add prospects from the invitation to the sequence or create tasks directly from the native calendar.

Prospect indicators

The extension indicates whether attendees of the meeting are prospects in Outreach by using dots in front of their names:
  • Purple dot: Prospect in Outreach
  • Grey dot: Not a prospect
  • Orange dot: Opted-out prospect in Outreach
  • No dot: Blocked from ever being a prospect (usually an internal team member or external vendor)
By hovering over the name, you can view the Google contact detail card. Clicking the "View in Outreach" button opens prospect details in the sidebar while clicking the "Create prospect" button creates a prospect in Outreach.

CRM Meeting Synchronization

Meetings created with the extension can be synchronized with the CRM. When a Meeting Type is assigned and includes a prospect as a participant, the meeting source will be labeled as 'extension'. Conditions for syncing meetings to CRM are defined by the admin through the CRM plugin.
To sync meetings created through the extension with the CRM, administrators have a few options:
  • No sync condition around ‘source’ is defined
    or
  • Condition for sync is set to  'Source is extension' or 'Source is not sync'.
Note: If you solely rely on the "Booked from Outreach" condition, extension events will not synchronize with the CRM. This is because "Booked from Outreach" considers only events with the source labeled as 'app'.
Refer to the Sync Outreach Meetings to Salesforce article  or Mapping the Microsoft Dynamics Appointments Task for further details on meeting synchronization.

 

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