Strong customer connections and successful opportunity progression depend on effective communication. Horilla CRM’s Meetings feature helps teams schedule, manage, and track meetings directly from CRM records, ensuring that every customer interaction remains organized and easily accessible.

Whether you’re conducting a discovery call with a lead, reviewing a proposal with a prospect, or coordinating with an existing customer, meetings help keep everyone aligned and informed.

Accessing Meetings

Meetings are available within the Activity tab of CRM records, such as Leads, Contacts, Accounts, and Opportunities.

To access meetings:

  1. Open a CRM record.
  2. Navigate to the Activity tab.
  3. Select Meetings from the sidebar.

The Meetings page displays two sections:

  • Pending Meetings – Meetings that are upcoming or still in progress.
  • Completed Meetings – Meetings that have been finished or marked as completed.

This separation helps users quickly identify upcoming activities while maintaining a complete meeting history.

Creating a Meeting

To schedule a meeting:

1. Open the Meetings section.

2. Click Add Meeting.

3. Complete the meeting details:

    • Subject: A short description of the meeting purpose.
    • Title: A detailed title or agenda for the meeting.
    • Owner: The user responsible for managing the meeting.
    • Meeting Host: The person who will conduct or host the meeting.
    • Participants: Internal users who are invited to attend the meeting.
    • Start Date & Time: Specifies when the meeting is scheduled to begin.
    • End Date & Time: Specifies when the meeting is scheduled to conclude.
    • All Day: Marks the meeting as an all-day event, removing the need to specify exact start and end times.
    • Status: Indicates the current stage of the meeting, such as Not Started, Scheduled, In Progress, Waiting on Someone, Completed, Cancelled, or Deferred.
    • Location: The physical venue where the meeting will take place. This field is required for in-person meetings.
    • Online Meeting: Enables online meeting options and virtual meeting link generation.
    • External Participants: Add email addresses of attendees outside your organization. External participants automatically receive meeting invitations. Multiple email addresses can be entered using Enter, Tab, comma (,), or semicolon (;) as separators. Use Backspace to remove the most recently added address.
    • Reminder: Set a notification to be sent before the meeting starts. Available options include 5 minutes, 10 minutes, 15 minutes, 30 minutes, 1 hour, or 1 day before the meeting.
    • Invitation Email Template: Select a custom email template for meeting invitations. If no template is selected, the default invitation template will be used when sending invitations to participants.

    When Online Meeting is enabled, additional fields become available:

    • Meeting Provider: Select the platform that will be used to host the online meeting. Only providers that have been configured and connected through the Meeting Integration settings will be available in the dropdown. Supported providers include Zoom, Google Meet, and Microsoft Teams. When a provider is selected, a meeting link is automatically generated upon creating the meeting.

    4. Click Save.

      The meeting will immediately appear in the Pending Meetings section.

      Editing a Meeting

      Meeting details can be updated at any time.

      To edit a meeting:

      1. Locate the meeting in either the Pending Meetings or Completed Meetings section.
      2. Click the Edit icon.
      3. Modify the required information.
      4. Click Save.

      The updated information is reflected immediately in the meeting list.

      Deleting a Meeting

      To delete a meeting:

      1. Navigate to the Meetings list.
      2. Locate the meeting you want to remove.
      3. Click the Delete option for the meeting.
      4. Confirm the deletion when prompted.

      The meeting will be permanently removed from the system.

      Note: If you want to preserve the meeting history, consider updating the meeting status to Cancelled or Deferred instead of deleting the record.

      Benefits of Managing Meetings in Horilla CRM

      Centralized Meeting History

      All meetings remain associated with the relevant CRM record, providing complete visibility into customer interactions.

      Clear Ownership and Accountability

      Meeting owners, hosts, and participants are clearly defined, helping teams understand their responsibilities.

      Improved Team Visibility

      Pending and completed meeting sections provide a clear overview of upcoming and completed activities.

      Automated Invitations

      External participants automatically receive meeting invitations, reducing manual effort and ensuring consistent communication.

      Integrated Meeting Providers

      Generate and manage meeting links directly through supported platforms such as Zoom, Google Meet, and Microsoft Teams, ensuring a seamless scheduling experience.

      Better Follow-Up Management

      Keep track of meeting outcomes, action items, and next steps to ensure timely follow-ups and stronger customer engagement.

      Statuses, reminders, and scheduling information help teams stay organized and ensure that important follow-up actions are completed on time.

      The Meetings feature in Horilla CRM helps teams organize customer interactions, maintain accurate activity records, and streamline collaboration. By managing meetings directly within CRM records, organizations can improve visibility, accountability, and follow-up efficiency throughout the customer lifecycle.

      Start using Meetings today by opening a Lead, Contact, Account, or Opportunity record, navigating to the Activity tab, and scheduling your first meeting.

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