Import calendar meetings as activities automatically

Overview#

No need to re-enter the meetings in your Google Calendar as activities one by one. Among the events in your own Google Calendar, meetings with outside participants are added as Meeting activities every 15 minutes and linked to contacts, customers and deals by attendee email. Imported activities work like any other: Meeting prep, invitation emails and minutes are all available.

It is off by default. Calendars are personal, so each person turns it on in their own settings.

What it does and does not do#

• It does: add meetings with outside participants as Meeting activities; link them to contacts, customers and deals by attendee email; keep activities in step with calendar changes (date and time, title, place, meeting link, participants); cancel the activity when the event is cancelled, deleted or declined; import right away with Import now; list participants in Meeting prep.
• It does not: import private events, all-day events or meetings with internal people only; read your calendars that are not ticked under Calendars to import from, shared calendars owned by someone else, or Outlook and Microsoft 365 calendars; import events that Bookmi exported; overwrite or cancel activities you created yourself.

Steps#

1. Connect under Settings → Google Calendar. Meeting import then appears inside the card.
2. Turn on Import meetings with external guests as activities. From then on, events from yesterday to 14 days ahead are imported every 15 minutes.
3. If your meetings are on another calendar, tick it under Calendars to import from as well (calendars you own only; just your main calendar at first). See Choose which calendars to import meetings from.
4. To import right away, click Import now. A message shows how many were imported and updated.
5. Check the imported activities in Activity Management. Imported activities are labelled as imported from the calendar.
6. Check Participants in Meeting prep on the activity, and register anyone marked Not registered with Add to contacts. Link this activity's customer and contact with Edit.

On the screen#

• Meeting import (Settings → Google Calendar): the import switch, the switch for the AI note-taker to join automatically (only where the recording bot is set up), the calendars to import from, the time of the last import, the latest error, and Import now.
• Import now can be clicked only while the import switch is on.
• Participants (Meeting prep): outside participants are listed one by one and open the contact if linked. Click Add to contacts next to someone marked Not registered: a new contact opens with the email and name filled in, and once saved it is linked automatically from the next import. Internal participants are folded into one "n internal" line.
• Meeting prep shows only on planned and in-progress activities, so that is where you see the participant list.

How linking works#

• If an attendee's email matches a contact, the activity is linked to that contact and the contact's customer.
• Otherwise, if the email domain matches the website or email domain of exactly one customer, it is linked to that customer. Free email domains such as Gmail, Yahoo and mobile carriers are never used to guess a customer.
• A deal is linked only when that customer has exactly one open deal.
• Meeting rooms are not counted as participants.
• Linking happens only once, at import. Customer and deal changes you make afterwards are not undone by later imports.

After import#

• One Google meeting becomes one activity per company. If a colleague imported it first, no second activity is created (the colleague is the owner).
• While planned, imported activities follow changes in the calendar (date and time, title, place, meeting link, participants). Once completed or cancelled, they no longer change.
• If the event is deleted or cancelled in the calendar, or you decline it, the activity is cancelled too (and any AI note-taker booking is cancelled).
• If you delete an imported activity in Activity Management, that meeting will not be imported again.

FAQ#

• Will internal meetings turn into activities too? No. Only meetings with outside participants are imported, and private and all-day events are skipped. People on the same domain as your staff count as internal.
• The customer is not linked to a contact: the attendee's email is not registered as a contact yet, or the domain did not point to exactly one customer. Register them with Add to contacts in Meeting prep and choose the customer and contact on this activity with Edit. Future imports link them automatically.
• I changed the activity's date and it changed back: while planned, imported activities follow Google Calendar. Change the date and title in Google Calendar.
• A colleague and I attend the same meeting, but I have no activity: one meeting becomes one activity per company. Look at the activity your colleague imported.
• An unwanted meeting was imported: delete that activity and the meeting will not be imported again.
• What about Outlook calendars? Not supported at the moment. Meetings are imported from the Google calendars you own and tick under Calendars to import from.
• Are events exported by Bookmi imported too? No. Events Bookmi wrote to Google Calendar are skipped.
• I cannot click Import now: the import switch is off. Turn it on first.
• I cannot find the setting: it appears only while Google Calendar is connected.
• I also want recordings: see "Send the AI note-taker to imported meetings automatically".