Organizations that need to provide services remotely have the option to enable virtual meetings.
Virtual meetings are a way to provide client services through video conferencing software delivered by a third-party provider through Skedulo's web application.
When virtual meetings are configured in your organization, jobs that are in a Ready state, that is that they are scheduled and have resource/s confirmed, will automatically have a virtual meeting created. The details of the virtual meeting are then sent via email to the contact for the job and added to the resource's calendar.
Request access
To have virtual meeting capability added to your Skedulo organization, contact your Skedulo Customer Success representative.
Prerequisite
You must have the Virtual Meetings package installed and have the Meetings Configuration connected page published in your Skedulo web application to access this feature.
Contact your Skedulo Customer Support representative for more information.
In the Skedulo UI, click More -> Meetings Configuration to open the Virtual Meetings Configuration page.
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Select your preferred virtual meeting provider from the drop-down menu. Currently, Skedulo only supports Zoom as a virtual meeting partner.
Click Authorize Provider to authorize Zoom to access your Skedulo organization. This opens the Zoom login page.
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Provide your Zoom credentials or sign up for a Zoom account.
You must be an account administrator to authenticate your Zoom account with Skedulo.
If you do not have adequate permissions, the following error appears:
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Click Authorize to allow Skedulo to access your Zoom account.
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After the Zoom application has authenticated to your Skedulo environment, you will be logged out of the Skedulo web application.
Log in again.
The selected provider should now appear in the Meetings Provider tab of the Virtual Meetings Configuration page.
After you have virtual meetings enabled and configured with a virtual meeting provider, you can have virtual meetings created for all jobs automatically using the Automation feature.
When automated virtual meeting scheduling is enabled, virtual meetings will automatically be created through your provider when the job status transitions to Ready. This assumes that the job has been scheduled and accepted by assigned resources, and has a contact or a group of attendees.
Important
Currently, automation is the only way to set up virtual meetings through the Skedulo web application.
If you want to create virtual meetings on a case by case basis, you will need to do this using the Skedulo API.
See the Skedulo API Reference Guide for information about using the Virtual Meeting API.
Prerequisite
You must be an administrator to configure virtual meetings.
You must have the virtual meetings package installed in your Skedulo organization with the Meetings Configuration connected page published in the Skedulo web application. Contact your Skedulo Customer Success representative for more information.
You must have a virtual meeting provider enabled and configured in your Skedulo organization. See Authorizing the Meeting Provider for more information.
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Obtain a long-lived API token in the Skedulo web app under Settings -> Developer Tools -> API Tokens.
For more information about API tokens, see Configure Skedulo API Token.
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In the Manage -> Meetings Configuration page, open the Automation tab.
In the Skedulo LL Access Token field, provide your long-lived access token.
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(Optional) Provide a password for your meetings. Your meetings will be automatically created with this password, which will be required for resources and clients to log in to the meeting.
Skedulo recommends that you use a password for additional security.
(Optional) Select Enable attendees if you want to notify all of the attendees for group events.
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(Optional) The Send ICS to recipients option is enabled by default.
This sends an email with the virtual meeting information to the contact or attendees of the job.
Disabling this feature will stop the contact or attendees from being notified by Skedulo about the virtual meeting, and you will need to notify them using another method if you want them to attend (such as a phone call or text message).
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Click Enable Automation.
You can click Disable Automation at any time to disable virtual job automation at any time.
To re-enable virtual job application you will need to provide your preferred configuration settings again, along with your Skedulo long-lived API token.
When you have configured virtual jobs with automation in the Meetings Configuration page, any job you create will automatically have a virtual meeting created when the job status becomes Ready.
Resource iCalendar Required
Resources must have the calendar on their device set up to accept Skedulo jobs. Virtual jobs are added to the resource's iCalendar. Resources without the iCalendar configured on their device will not be able to access the virtual meeting information that they require to participate.
For more information about using the iCalendar link to sync your Skedulo jobs with your device's calendar application see iCalendar Link.
Create a job with an assigned contact or list of attendees and schedule it with a resource. See Create a New Job for more information.
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Dispatch the job to the resource. When the resource accepts, the job status changes to Ready.
The contact or group attendees will be sent an email with the details of their virtual meeting.
If you require assistance with customization, speak to your Skedulo Customer Service representative about creating a custom email with your organization's branding and preferred wording.
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Resources can start jobs and complete jobs, as well as provide relevant notes and data the same way they would for any other job using the Skedulo Mobile Application.
The resource can view the job in the agenda and job page of the Skedulo Mobile Application the same way other jobs appear.
Important
Currently, resources cannot start their virtual meeting through the Skedulo Mobile Application.
To do this, they will need to use the calendar integration in the following step.
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Resources need to open their device's calendar application to find the virtual meeting link and login information.
Clients and attendees can attend the virtual meeting using the link and any other login details, such as a password, provided in their email notification.
You can remove the authorized virtual meeting provider from your Skedulo organization at any time.
Removing the provider will prevent any future jobs from being created as virtual jobs until you either re-authorize the provider or select and authorize another meeting provider.
Any jobs that have already been scheduled with the current virtual meeting provider are unaffected and can proceed using the provided meeting URL unless your organization chooses to cease their account with the provider directly.
In the Skedulo web application, go to More -> Meetings Configuration to open the Virtual Meetings Configuration page.
Confirm that you want to remove the virtual meeting provider currently authorized in the Meetings Provider tab.
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Click the Remove Provider button.
The Virtual Meetings Configuration page shows a warning that there is no integration for virtual meetings.
To log a request for virtual meeting integration, submit a request through the Skedulo Support Portal.
The Skedulo support page has a button at the top-right of the screen labeled "Submit a request." You can also get there using the following link:
The following information is required from you when you submit a request via our support portal:
Your email address.
Subject: A short clear summary of the issue.
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Description: A full and detailed explanation of the issue that you are encountering. Include details such as:
Mobile Device Type: The device and operating system you are using (e.g., IOS 11, running on an iPhone 7).
The Skedulo mobile app version number.
Your team name.
Screenshots.
Error IDs.
What is the impact on your business? (e.g., High).
Organization: Enter your organization's name.
Attachments (optional).
You can see your mobile device OS and version details in the following locations:
Tap on "Settings."
Select "About device."
Select "Software info." The Android version number should now be displayed in the list.
Tap "Settings."
Select "General."
Select "About." The IOS version number should now be displayed in the list.
You can see your Skedulo mobile app version details in the following locations:
At the base of the login screen.
At the base of the main menu.
If you are interested in finding out the current version of your Skedulo web app, you can find the version number using "Inspector" on the web app (Inspector is a Chrome browser developer tool).
Right-click on the user interface and choose "Inspect" from the options.
Click on the "Element" tab and scroll down to the bottom of the view.
Contact the Skedulo support team directly at <support@skedulo.com> .
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