Booking Agent

📋 Step-by-Step Guide to Book a Trustee Meeting Using Outlook Calendar

🌟 Important Notes Before Booking:

  • You must have calendar access for the trustee.
  • If not, request access manually from the specific trustee.
  • Always book meetings in Eastern Time (Ontario Time), regardless of the client or trustee’s location.
  • Ensure you check the trustee’s availability properly before booking.

🛠 Steps to Book a Trustee Meeting:

Step 1: Retrieve the Client File

  • Open MS Teams â†’ Go to the ‘HPI Bookings’ group.
  • Find and download the client file assigned for booking.
    (📸     Reference Screenshot from Teams shown in original Word file)

Step 2: Check Existing Bookings

  • Before calling the client:
  • Copy the client’s Email ID.
  • Search in CRM (LeadSquared) to check if the meeting is already booked.
  • If already booked:
     â†’ No further action needed.
  • If fresh:
     â†’ Proceed to call the client.

Step 3: Call the Client

  • Use CloudTalk to contact the client.
  • Confirm:
  • Client’s availability.
  • Trustee’s availability on Outlook Calendar.

Step 4: Book the Slot on Outlook Calendar

  • Open Outlook Calendar.
  • Select an available slot matching the client’s and trustee’s availability.
  • Create a New Event with the following details:
  • Title: Client Name – Trustee Meeting
  • Date & Time: As per Eastern Time (Ontario Time)
  • Location: (mention if virtual, phone call, etc.)
  • Notes/Body: Add client’s phone number, email ID, file reference, and any special instructions.
  • Invite Attendees:
  • Add trustee’s calendar ID.
  • Add yourself or any other internal attendees if needed.
  • Save and Send the booking invite.

(📸 Reference screenshots of booking process attached in original Word file)

Step 5: Update CRM (LeadSquared)

  • Search for the client’s email in LeadSquared.
  • Click Edit on the client’s profile (pen icon).
  • Update the following:
  • Trustee Name
  • Meeting Date
  • Meeting Time
  • Save the changes.

(📸 Reference screenshots provided for CRM updating)

Step 6: Update Internal Tracker (Excel Sheet)

  • Open Mumbai HPI Worksheet.
  • Fill in these fields:
  • Date Added
  • Signing Date (Scheduled Meeting Date)
  • Appointment Time
  • Deposit Collected (if any)
  • Outstanding Deposit
  • Expected CP Amount
  • Client Name
  • Email ID
  • Location
  • Status
  • Mumbai Note (mention payment method like EMT or PAD)
  • HPI Agent (Counselor’s Name)
  • HPI Trustee
  • Booking Agent (mention if Finalized or Under Finalization)

Step 7: Post in Teams Booking Group

  • Create a New Message tagging:
  • Finalizer
  • Counselor
  • Team Leaders (ex: Hitesh & Adil)
  • Include:
  • Meeting Date
  • Time
  • Trustee Name
  • Client Name
  • Calendar screenshot of the booking.

📢 Quick Reminders:

  • Always double-check time zone: Book according to Eastern Time (Ontario Time), even for clients from other provinces.
  • Follow Outlook prompts carefully â€” Trustees have tight schedules; wrong timing can create issues.
  • Always confirm via message in the booking group once the meeting is booked.
  • Respect access control: If trustee access is not available, immediately request via email or message.