In our previous guide, we shared a Zap that lets you automatically change status for Leads on Salesforce when a meeting is scheduled with x.ai. There’s many more tasks that can be handled this way, saving you time and effort.
It’s often useful to allow customers to schedule a meeting with any available team member. Round Robin templates in x.ai allow to do just that — any time a customer schedules with a Round Robin template, x.ai will assign first available team member to the meeting. If multiple team members are available, a host will be assigned randomly.
This meeting saves a lot of back and forth when scheduling meetings that can be handled by different team members. What if, on top of that, you could add Leads to Salesforce and assign them an Owner automatically every time a customer schedules a Round Robin meeting? This is what our next Zap is about. You can duplicate it right away by following the link and pressing “Try this Zap”. Follow the guide to learn how to use it.
Creating a Round Robin meeting
First, you need to create a Round Robin meeting template. To do this, create a new x.ai account — or, if you already have one, sign in.
After you’re signed in, go to your Team Meeting Templates page and select “New Round Robin Template”. You will need to assign a name and a unique link for your meeting template.
Adding new team members
If you don’t have any team members in your x.ai team yet, hover over your name in the top right corner of the x.ai app, then press “Manage my team”. On your team management panel, go to “Team Members” tab and select “Add Team Member”. Specify personal details of your team members, select if they should have admin status in the team, and confirm by pressing “Save new member”.
Adjusting Round Robin meeting settings
After your team members successfully join, go back to your Round Robin Template and pick team members by selecting them from a dropdown. Specify the location for each team member (e.g Zoom, Microsoft Teams or Google Meet), and select one of their x.ai calendars — these are either tied to Google Calendar or to Outlook.
You can adjust settings of your Round Robin meeting further: specify scheduling hours, set some breather time between the meetings, select the default meeting duration, and more. Learn more about creating Round Robin meetings and adjusting their settings in this guide.
Connecting your x.ai account
To duplicate the Zap open it here and select “Try this Zap”. A page will open when you can connect x.ai and Salesforce accounts, adjust the Zap, if needed, and test it.
First step is to connect your x.ai account. Select the “x.ai account” dropdown and press “Add a New Account”. Sign in with your account — or sign up, if you don’t have one yet. Zapier will ask you to enter your integration key.
To get the key, follow the “Zapier integration page” link in the text. On this page you can upgrade to a paid plan — an “individual” or a “premium” plan is required to use the integration. If you’re on one of these plans, you will be able to copy a Zapier key from here — do this, and insert the key back on Zapier, then confirm. You will see your account details in the dropdown — select the account you just added and press “Continue”.
Testing the connection
Next step will let you check your x.ai connection — press “Test trigger”. If you see details of the last meeting scheduled using your x.ai account in the message that appeared, then your account is connected successfully. You can also select a meeting from a dropdown to use with all the tests in this Zap. Press “Continue” again to proceed.
Confirming your filters
You will see a step with the “Only continue if…” heading. Here, you can specify the meeting URL used with this integration. Press “Filter Setup & Testing”.
A list of filters will appear — these are applied by default. In this template, only meetings templates that have “test” as their meeting URL will be used. To change this, replace “test” with your meeting URL (for example, “virtual”).
This Zap only works with Round Robin meetings by default, and won’t proceed if it find the meeting does not match a Round Robin template — if you want it to work with other types of meetings, remove the “Meeting Template Scheduling Type” filter by pressing “X” next to the filter.
Connecting your Salesforce account
Similar to how you connected your x.ai in the first step, you can connect a Salesforce account here. Open the “Salesforce account” dropdown and select “Add a new account”. Sign in with Salesforce (if you don’t have an account, you will need to create one).
After you sign in, select a Salesforce Environment to use with this Zap. Different environments may be used, e.g. if you have a testing workflow set up in your team. If you’re not sure, select “production”, then “Yes, Continue”. Press “Continue” on Zapier.
Selecting your Lead Object to create new Leads
We have pre-filled most of the data in this Zap, but you will need to confirm a couple points to get the Salesforce running. Press “Choose value…” under the “Salesforce Object” field. A dropdown will open with all the different Objects available on your Salesforce. We’re working with Leads here, so type in “Lead” or select it manually from the list, then confirm.
Data points used to create a new Lead with your guest’s details coming from x.ai will appear. You can confirm that these match information for the test record selected in the beginning — this Zap will search for a Lead on Salesforce with the email provided by your guest on x.ai, and, if none exist, create a new Lead. Press “Continue”, then “Test & Continue”.
Selecting your User Object to find the host
Now you need to confirm a Salesforce Object used to assign an Owner to your Lead. Open the “Salesforce account” dropdown and select the account you added previously. Press “Continue”.
In the “Salesforce Object” dropdown, select the “User” Object. We will assign an Owner to the Lead from the list of Users on your Salesforce. Zap will check for the User with the same email as your host on x.ai. Press “Continue”, then “Test & Continue”.
Confirming User Object to assign the host as Owner
The last step is to confirm that the Zap will assign your meeting host as the Owner to your new Lead. Select the same Salesforce account you used previously, press “Continue”.
Under the “Salesforce Object” field, add your “Lead” Object by selecting it from a dropdown — use the search bar that appears inside the dropdown to find an Object quick. Check that all the data matches your test data and press “Continue”.
Select “Test & Review” or “Test & Continue” to run the process for your test record — if everything is set up correctly, your meeting host will be assigned as the Owner to new Leads created for your meeting guests.
Voila! You can now turn your Zap “ON” to enable it.
The Zap will run in the background and create Salesforce Leads for guests of Round Robin meetings schedule with your team members via x.ai.
Valentine is an Operations Specialist at Optemization, a digital operations agency, that helps startups design efficient organization systems, processes, and habits.