Scheduling a meeting
Click Schedule Meeting from the dashboard, or open a client profile and click Schedule Meeting there to have the client pre-filled automatically.
Selecting a client and contacts
Type in the Client field to find the right client. Their linked contacts load automatically.
Select one or more contacts attending the meeting. At least one is required. The primary contact is pre-selected if one is set. Add or remove contacts by clicking the x on their chip.
Switching to a different client clears the contacts field and loads the new client's contacts.
If the client has no contacts yet, a small inline form appears so you can create and link one without leaving the scheduler.
Selecting advisers
You are added as an adviser automatically when the form opens. Search by name or email to add more, and remove anyone by clicking the x on their chip. The field defaults to just you if left as-is.
For Teams and Zoom meetings, each adviser receives a calendar invite with the join link. For PC / Microphone meetings, no invites are sent - advisers access the meeting record directly in Prospo.
Meeting types
Teams Meeting
Select Teams Meeting in the Meeting Medium row and click Schedule Meeting. Prospo creates the meeting in your Outlook calendar and sends invites to all attendees. The meeting appears on your dashboard with a Join Call button.
Your Microsoft account must be connected before you can use this. Click Connect Now when prompted and follow the sign-in steps. You only need to do this once.
If your organisation has auto-recording enabled, the recording and transcript will appear in the meeting record automatically after the call ends.
Troubleshooting
- "Connect your Microsoft account" - click Connect Now and complete the sign-in flow.
- "Wrong organisation" error - you signed in with a Microsoft account from a different tenant. Sign out and try again with the correct account.
- Teams option not visible - your organisation may not have the Microsoft 365 connector enabled. Contact your Org Admin.
Zoom Meeting
Select Zoom in the Meeting Medium row and click Schedule Meeting. Prospo creates the meeting in your Zoom account and saves the join link to the meeting record. Cloud recording is enabled automatically - Prospo imports the recording the next time you open the meeting record.
Your Zoom account must be connected first via Settings - Integrations. The option appears greyed out until this is done.
Troubleshooting
- Zoom option is greyed out - go to Settings - Integrations to connect your account.
- Zoom option not visible - Zoom may not be enabled for your organisation. Contact your Org Admin.
PC / Microphone
For in-person meetings, phone calls, or any recording you want to handle manually. No setup required. Select PC / Microphone in the Meeting Medium row and click Schedule Meeting. No calendar invites or meeting links are generated.
To add a recording afterwards, open the meeting from your dashboard and click Upload from local in the Transcription panel. Supported formats: .mp4, .m4a, .webm, .mp3, .wav, .vtt, and .json.
Using Calendly instead of a fixed time
If your organisation uses Calendly, you can send a booking link to the client rather than locking in a time.
- Switch the scheduling method toggle from Manual to Calendly
- Select the Calendly event type
- Click Send Invitation
Prospo emails the booking link to the selected contacts. Once they pick a time, the meeting is created automatically(A paid calendly account is required for the automatic Prospo meeting creation).
Calendly must be connected first via Settings - Integrations.
Uploading a past meeting
To add a meeting that has already taken place, click Upload Meeting Manually next to the Schedule Meeting button on a client profile. This opens the same form with an extra file upload field.
Supported formats: audio files, video files, .vtt (transcript), .json.