Enable Google Meet & MS Teams Integration with Outreach Calendar [Beta]

Purpose: 

Provide Outreach admins and users with information about how to enable the Google Meet & MS Teams integration for the Outreach calendar. 

Audience: 

• Outreach admins
• Outreach users

Notes: 

• Enabling the feature means every Outreach user in the organization has the functionality.
• Meetings created before the feature was enabled will not have video conference links updated.
• Outreach recommends removing any other video conference links that users might currently have in their meeting template description or location fields to avoid conflict of these links with MS Teams/Google Meet links.
• Once the meeting is scheduled, it’s not possible to update the video conferencing method. (even though “no video-conferencing” is selected)

Integration

Google Meet & MS Teams are supported as video conferencing tools for meetings booked within Outreach (either through the app or through Outlook add-in/Gmail extension or Public Calendar). This functionality is currently in Beta. 

Once enabled, all future meetings scheduled with Outreach will have a dynamically generated Google Meet link attached to them automatically for all users in the org. This document details the steps that admins need to take to enable this feature for their organization.

Request integration as an Admin

1. Submit a request through the support portal or submit a request to your CSM.
2. Requests take 5-7 business days to process. 

Enable Conferencing

1. Sign in to the Outreach Platform as an Admin.
2. Click your initials in the bottom left corner of the navigation sidebar. 
3. Click Meetings under the System Config section of the Settings panel.
4. Scroll down and enable the preferred video conferencing method. It is only possible to select one method at the moment.
5. Click Save.
6. Check if existing Meeting types contain {{sender.conference_url}} or {{sender.conference_details}} variables or hard-coded video conference links. These will conflict with the MS Teams/Google Meet video conference link attached to the event.

Note: {{sender.conference_url}} or  {{sender.conference_details}}  variables are populated from the rep’s Personal Conference info section located in Settings > You > Calendar.

Outreach recommends cleaning up meeting types as soon as MS Teams or the Google Meet integration gets enabled (unless there is a specific reason for using Personal Conference info variables).

Meeting Types That Contain Personal Conference Info Variables

If a meeting is scheduled via the rep's public calendar, these variables will be conflicting with the added to the new link. In this case, an invitation with 2 meeting links will be sent.

If the meeting is scheduled directly in the Outreach app and sales representatives select Google Meet or MS Teams as the video conferencing method while using a meeting type containing Personal conference variables, the user will be prompted to remove the Personal conference variables.

Connect a to Outreach

1. Sign in to the Outreach Platform as a User. 
2. Click your initials in the bottom left corner of the navigation sidebar. 
3. Click Calendar in the Settings panel. 
4. Connect the calendar to an active account. See How to connect a calendar to Outreach.

User Experience Changes

• Users do not need to change their meeting booking workflow once this feature is enabled as long as they have synced Google calendar or O365.
• When users create a meeting with Outreach, a Google Meet or MS Teams meeting link will be automatically added once the invite is sent. 
• When scheduling a meeting directly in the Outreach web app, the user has the following options for video conferencing:
  • [Default] Google Meet/ MS Teams
  • Personal meeting info. This is displayed only if the user has filled in the Conference URL or Conference details in personal settings.
  • No video conferencing
• When sending availability or public calendar link via Outlook, Gmail, or Email in a web app, Google Meet/ MS Teams gets appended automatically once the buyer schedules the meeting via public calendar. Currently, there is no option for the sales rep to change the default video conferencing option when booking a meeting this way.

FAQs

Q: If the Org’s admin enables the integration for their org, is every Outreach user enabled? 

A: Yes, the feature is enabled for every Outreach user in that org. The prerequisite for the users is to connect their Google/O365 calendar to make the integration work. 

Q: Does the Outreach user need to do anything to add the meeting link to the meeting invite? 

A: No, the Outreach user does not need to do anything to add the Google Meet link to the meeting. After a new meeting invite has been sent with Outreach, the link will be automatically added to the meeting. 

Q: Will Outreach add Google Meet/MS Teams links only to meetings scheduled with Outreach? 

A: Yes, Outreach will only add links to meetings that are scheduled with Outreach (Outreach app or Outlook add-in/Gmail extension or Public Calendar). 

• If there were meetings created within Outreach before this feature was enabled - then those meetings will not be updated with the new link.
• Outreach will not add links to meetings that are synced to Outreach.
• Outreach will not add links to meetings that are synced in even if they are later updated within the Outreach calendar.

Q: When will the meeting links be generated? 

A: Once a new meeting has been scheduled. This means that the sales representative will not see the meeting link or conference details before the meeting is actually scheduled. The following note will display as confirmation.

Q: Where can I see the links after saving the Outreach meeting? 

A: Within the Outreach calendar, the Google Meet/MS Teams link will be displayed in the Outreach calendar event details.

Q: I have created the event, can I update the video conferencing option?

A: At the moment, no. Once the meeting is scheduled, it’s not possible to update the video conferencing method, even though “no video-conferencing” is selected.