Sellers typically spend too much time on administrative tasks, like updating their CRM records, when they should be focused on closing their next deal. It’s difficult keeping track of the meetings they’ve had and the content presented to their customers. If they don’t keep their CRM up-to-date, leadership has little insight on what content sellers present to their customers or the most recent deal activity.
Easily track customer meeting data in CRM with Meeting Assistant. Automatically capture and send meeting attendees, notes and content presented directly to CRM. A meeting summary is shared back with the salesperson through their email, with suggestions to share the content presented in the meeting.
Keys to success
- Connect your CRM, calendar and email to Mediafly for complete solution capabilities
- Reduce time on CRM administration with Meeting Assistant
- Allow collaboration between reps to review what content has been used and is shown to be successful in meetings
- Enhance CRM reporting and data auditing for management teams
- If you are not connected to CRM or Email/Calendar, Meeting Assistant will create meeting recordings based on users’ behavior: If a user shows meeting like behavior for 10+ minutes (like viewing content in Mediafly) a recording will be created on “My Timeline”. The meeting entry’s title will contain the date + the timestamp when it began, i.e. Mar 18 @ 15:35 session
Exploring Meeting Assistant
Meeting Follow-Up: After the meeting, the meeting summary email will contain tailored recommendations for the next best actions that the salesperson should take.
Automatic CRM Activity Tracking: When Mediafly is connected to your CRM, Meeting information is automatically sent to your CRM instance, and automatically associated with accounts, contacts, opportunities, and visits (or some combination thereof), based on what’s on your sales team’s calendars, with zero interaction required from the sales team. Meeting Assistant also provides a fast, painless way for reps to update their meeting notes and relevant opportunities in their CRM, right from within their email while on the go.
In-App Visibility: Meeting activity is available within Mediafly along with calendar and emails views with insights to CRM Accounts and Opportunities. Sales users can review their timeline, make updates and see recent meetings.
Actionable Insights: Meeting Assistant with your CRM helps your marketing team answer incredibly important questions that are impossible to answer today, such as what content drives revenue?, and what content moves deals forward? This information assists your marketers in deriving the ROI of content and helps them identify which content is working, where and when.
Meeting Assistant Elements
- Meeting Assistant Email Notifications
- Recent Meetings
- All Recent Meetings
- Accounts / Opportunities
- Additional Resources
Meeting Assistant Email Notifications
After the meeting, the meeting summary will contain even more tailored recommendations for the next best actions that the salesperson should take.
Meeting Assistant with your CRM helps your marketing team answer incredibly important questions that are impossible to answer today, such as what content drives revenue? and what content moves deals forward?. This information assists your marketers in deriving the ROI of content and helps them identify which content is working, where and when.
Navigate to the sidebar > My Assets > Meetings > Meeting Assistant to view My Recent Meetings
My Recent Meetings allows a user to view all their meetings that have been recently held on Mediafly. The list of recent meetings are shown in a table view and allow the user to Tap a meeting to view its details.
Navigate to the sidebar > My Assets > Meetings > Meeting Assistant to view My Timeline
My Timeline presents the user a calendar view of all their meetings held on platform, allowing them to switch between weeks or tap a meeting to view its details. My Timeline pulls ALL meetings from the user’s calendar and does not include meeting entries from the past before the calendar connection was completed. If a user does at least one of the followup actions, a meeting that is listed on My Timeline gets moved to My Recent Meetings because it automatically gets associated to an account, opportunity, etc. Otherwise, a user can manually create a meeting from an item in their Timeline. Automatic or manual meetings will post information back to the associated Account, Opportunity or CRM object.
All Recent Meetings
Navigate to the sidebar > My Assets > Meetings > Meeting Assistant to view All Recent Meetings
All Recent Meetings allows a user to view all recent meetings that have been recently held on Mediafly. The list of recent meetings are shown in a table view and allow the user to Tap a meeting to view its details. Users will be shown meeting name, rep, account, opportunity, date, and duration for columns in the table view.
Accounts / Opportunities
Navigate to the sidebar > My Assets > Meetings > Meeting Assistant to view All Accounts or All Opportunities
All Accounts displays a list view of all current accounts in CRM. Users simply tap an account to view its details which include a table view of all meetings held with the account.
All Opportunities displays a list view of all current opportunities in CRM. The list of all opportunities are shown in a table view. Users will be able to view opportunity name, stage, amount, stage probability, last activity, and activity score for columns in the table view.
Navigate to the sidebar > My Assets > Meetings > Meeting Assistant to view Settings
The settings section allows for users to view the status of their connections for CRM and Calendar.
If Mediafly has enabled individual calendar integrations to your Exchange Online/Outlook Online or your Google Workspace calendar for your company’s environment, you can connect your calendar by navigating to Viewer, tapping on the person icon in the upper right > Preferences. From here, you will find options to connect your Calendar or Email to Mediafly.
How does Mediafly turn blocks of activity into Meetings?
When a block of activity that looks like a meeting is detected in Mediafly, the system attempts to connect it to a Contact, Account, or Opportunity to be able to provide rich information for your marketing team. It can do this if the following rules are true:
The company has connected their Mediafly environment to CRM
AND, one or more of the following must happen:
Users share content with contacts that either belong to Accounts within the CRM, or have contact information inside those CRMs, OR
Users associate Accounts/Opportunities manually with meetings that were automatically created through Meeting Assistant (e.g. through the email that was sent after a meeting was completed), OR
Company has integrated their calendar with Mediafly so that we can map to Accounts/Opportunities in an automated fashion, OR
User has connected their calendar with Mediafly via the Exchange Online/Google Workspace connection, OR
Recipient enters their email address when opening a share link. Mediafly looks up the domain against the Account in CRM, then against the first open Opportunity, OR
Company is using Mediafly for 6sense integration, and we have enabled Account lookups
AND, the following must be true
The matching calendar entry is marked as a meeting only if it matches to a CRM account/opportunity through external  domain name matches, AND
The user must not be in the “Do Not Track” list. This list can be found in Meeting Assistant > Settings (see 6sense as an example, or here), and it can be adjusted via backend configuration (open a JIRA ticket), AND
If this is a Contact, the match must be exact. If this is an account, the domain must match
 We assume that there is only a single domain that represents all of your internal users, and that all other users are external (prospects, customers, etc.). If your company uses multiple domains for internal users, please open a ticket with our support team with the list of domains, and we can mark all of them as internal domains. If we don’t do this, internal users may start being marked as external contacts for all internal meetings, which will result in bad information.
How does Mediafly post meetings to CRM?
If Mediafly detects a meeting and correctly matches it to an Account, Contact, Opportunity, and/or Lead, Mediafly will post the information back into your CRM. This will be done in one of several ways, based on which CRM is connected:
Salesforce: Data is pushed to a new Activity record on the matching Account, Opportunity, or Contact. If you have the Mediafly for Salesforce managed package installed, data is also pushed to the Meeting__c and Items_Presented__c custom objects
Microsoft Dynamic: Data is pushed into a Custom Entity that is created when setting up the integration
SAP C4C: Mediafly does not post Meetings into C4C. Instead, we recommend setting up a Mashup to point to the Meetings Insight. This is documented in the configuration guide