x-bees Meeting Scheduler

Introduction

Thanks to Google Calendar and Microsoft 365 integrations, it is possible for external users to schedule meetings with Agents using Meeting Scheduler. 

General Requirements 

• Min. supported WMS version: 6.01.20220621.2 and higher
• Licensing: min. x-bees-Standard for access to Kite settings to set up calendars

Current limitation

• Scheduling of meetings is currently not available for group of Agents

Google Calendar

• Admin access to PBX, Google Suite Admin Console and Google Workspace

Microsoft 365

• Admin access to PBX, Microsoft organizational account with enabled Global administrator role (Azure AD)
• Agents should have a valid license allowing them to use Outlook and mailbox

Notes

• Sync of users from Azure AD is performed basing on the Primary email address: user’s primary email in Azure AD and in WMS should match. User’s primary email address can be changed by an administrator
• New custom calendars are added once a day at night when fully synced or as soon as they are updated (e.g. renamed)
• In order for avatars and icons to be displayed in emails about calendar events in Outlook, the user must confirm that they trust the no-reply@x-bees.com address (this can be done directly through the notification from Outlook, displayed in the header of the mail).
• On the Kite Settings -> Calendar Settings page, working hours correspond to the settings from Outlook. A lunch break from 1 pm to 2 pm is available. Time zone value is also synced, but time zone name may differ.

Limitation

• Calendars added via Outlook -> Settings -> Add personal calendars / Add from directory are not synced

Google Calendar and Microsoft 365 Integrations Activation for Admins

Google Calendar Activation

To activate Google Calendar integration, follow the steps described in x-bees Admin Guide.

Microsoft 365 Activation

To activate Microsoft 365 integration, follow the steps described in x-bees Admin Guide.

Integration Settings for Agents

Calendar Settings

Once the integration is activated, Agent needs to set up calendars and available slots:

• Click on your user picture in the upper left-hand part of the screen to open Settings. Under Settings, click Kite settings 
  
  
  
  
• Go to Calendar Settings tab

• 1 - Select calendars to add booked meetings to
• 2 - Select calendars to check available slots
• 3 - Change timezone if needed
• 4 - Set duration options (min - 15 minutes, max - 360 minutes)
• 5 - Set up 15/ 30 minutes breaks before or after a meeting
• 6 - Set available working days and hours (when using Microsoft calendars, working hours correspond to the settings from Outlook. A lunch break from 1 pm to 2 pm is available. Time zone value is also synced, but time zone name may differ)
• Click Save

The link under Profile details appears on the Calendar button: 

Clicking on the button, there are 2 options:

• Schedule event: an Agent can schedule a meeting with Guest user  
• Copy link: Agent can copy it and share with Guest User. Guest User can also schedule a meeting via 1-1 widget

Agent can also limit the dates when a meeting can be booked. For this, the following part should be added to the Calendar link:

• ?start=dd.mm.yyyy&end=dd.mm.yyyy&subject=meeting%20subject

where “dd.mm.yyyy” is the start date, “dd.mm.yyyy” is the end date, and “meeting%20subject” is the subject, for example: 

• https://app.x-bees.com/kite/ksenia.babych@wildix.com/schedulestart=18.01.2023&end=25.01.2023&subject=Summit%2023

Manage scheduled meetings

• When Guest User schedules a meeting, a dedicated conversation is automatically created 

  Note: Conversations created by external users are public by default (available by link).

  Title of the conversation is displayed according to the following rules: 

  • For an agent, the guest name is displayed in the conversation name. For guest, agent name is displayed in the conversation title.
  • In case another guest is added to the conversation, their name is added to the conversation name.
  • In case the conversation is renamed, the new name is displayed both to the agent and the guest. 
  • Avatars are set according to the displayed name (agent or service for guest). In case of adding or removing users, conversation avatar is updated accordingly.

  Limitation: 

  • When an agent or guest adds other guests or agents, search is limited to initial members of the conversation. It is not possible to find the conversation by entering new members’ names in the search field.

  
  
  

• Agent also receives an email notification about the scheduled meeting
  
  
  
  
• An event for the scheduled meeting is automatically added to Agent’s calendar. For Google Calendar it is necessary to confirm it by clicking Yes, otherwise, the slot is assumed as available
  
  
  
• Agent can change the meeting's duration, reschedule or delete it. In case of changing meeting details, the relevant notification is displayed in the conversation and emails are sent both to Guest User and Agent
• Before the meeting, a reminder notification is sent
  
  

Scheduling meeting in own Calendar

Agents can schedule meetings in their own Meeting Scheduler, which can speed up the meeting booking process in some cases. For this, follow the steps below:

1. Open x-bees Scheduler page: open Profile details -> click on the Calendar button -> choose the option Schedule event:
   
   
   Meeting Scheduler opens in a separate tab, where you need to enter the following data: 
2. Type the Subject
3. Enter the external user email in the Additional members field
4. Choose a slot and press Schedule
   
   

Meeting scheduling for external users

Schedule a meeting

It is possible to schedule a meeting:

• in 1-1 widget

• by direct link to the Meeting Scheduler shared by a specific Agent, e.g. https://app.x-bees.com/kite/ksenia.babych@wildix.com/schedule 

To schedule a meeting, proceed with the following steps:

• Click Schedule a meeting
  

• Specify a subject, duration (by default, meeting duration is 30 min), enter emails of additional members (optional), and choose an available slot (it is possible to schedule a meeting 12 months in advance at maximum)
• Click Schedule
  
  
• Log in if required

• The meeting is scheduled