Meeting insights dashboard

In order to grasp all the terms used throughout the Insights Dashboard, it is crucial to have a clear understanding of the definitions associated with general meeting statuses. The following are the defined statuses:

• Scheduled: This term describes meetings that were scheduled to take place during the chosen timeframe (through the timeframe filter). It includes scheduled meetings from the selected timeframe, including held meetings and no-show meetings, regardless of the actual scheduling date (i.e it is therefore not important when the meeting was scheduled, but for when). Meetings that are rescheduled to the selected timeframe will be included in this metric whereas Instant meetings are not.
• Scheduled & held: This term refers to meetings that were scheduled or rescheduled to take place in the selected timeframe (through the timeframe filter), with the overall outcome of the meetings being "held". The "held" status is obtained if at least one external participant (outside of a company's listed team members) participates in a meetings. Note Instant meetings are not included in this metric.
• Instant: This term describes the count of instant meetings held within the chosen timeframe (through the timeframe filter).
• No show: This term represents the percentage of "No show" meetings within the selected timeframe, for scheduled/rescheduled meetings and instant meetings. The "No show" status is obtained if no external participant (outside of the company's listed team members) joins the meeting.
• Canceled: This term refers to the number of meetings that were scheduled to take place in the selected timeframe (through the timeframe filter) but subsequently canceled. A "Canceled" meeting refers to one that has either been deleted from the calendar or declined by all participants.
• Rescheduled: This term describes the number of meetings that were originally planned to take place within the selected timeframe (through the timeframe filter) but were subsequently rescheduled to a future date outside of the selected timeframe.
• External: This term describes meetings that were held via and external meeting source (i.e. Google Meet, Microsoft Teams, Phone Call).

Below are the definitions for the two main graphs displayed in the meeting starts & sources section.

• No show rate by hour by day: This metric presents the average number of started meetings (shown as a blue bar chart) within the selected timeframe, including both customer-attended and no-show meetings. Above the blue bar chart, there is a scatter plot indicating the no-show rate per hour, representing the percentage of meetings that were not attended during the specified hour in the given timeframe. Recall, as mentioned above, all charts exclude internal meetings.

• Meeting source: This metric represents the scheduling methods used for meetings with external participants during the selected timeframe. It showcases whether the meetings were scheduled directly through the host's synced calendar, using a booking link, initiating an instant meeting with participant invites, or utilising the Demodesk scheduling page. This insight focuses exclusively on no-show meetings and meetings with external participants.

This section provides definitions for all the metrics listed in the meeting table.

• meeting_id: This column represents the meeting ID, which serves as a reference for the specific meeting occurrence. Please note that the meeting ID is distinct from the meeting link or identifier.

• created_at: This column displays the creation date of the meeting. For scheduled meetings, it represents the date when the meeting was scheduled, while for instant meetings, it indicates the date when the meeting started. If a meeting was rescheduled, the "created_at" field indicates the date when the meeting was rescheduled.

• scheduled_at: This column displays the scheduled date for the meeting, indicating the intended date when the meeting is planned to occur. For instant meetings, this field remains empty. It's important to note that a meeting will only appear twice if it was rescheduled during the selected timeframe. If the meeting was rescheduled prior to the timeframe, only the new scheduled meeting will be shown.

• start_timestamp: This column shows the actual start time of an instant or scheduled meeting. In other words, when the host initiates the meeting. Note this field is empty for cancelled meetings.

• end_timestamp: This column shows the actual end time of an instant or scheduled meeting. In other words, when the host ended the meeting. Note this field is empty for cancelled meetings.

• host: This column indicates the host of the meeting. If there has been a host handover, the new host will be displayed here.

• meeting_title: This column represents the title assigned to the meeting during the scheduling process. Instant meetings will be titled “Instant meeting”.

• meeting_type_name: This column refers to the meeting type used in for the meeting.

• group_name: This column indicates the group name to which the host of the meeting is assigned. This filed remains empty for personal meeting types.

• status: The meeting status column provides important insights about what happened to each meeting. Possible statuses for a meeting include:

  1. "Cancelled": indicating that the meeting did not take place.
  2. "Ended": indicating that the meeting started and has concluded (not an indicator that a customer participated).
  3. "Rescheduled": indicating that the meeting's start date has been changed.

• meeting_outcome: The meeting outcome column provides insights into customer participation. The status "No-show" indicates that no external participant joined the meeting, while "Held" indicates that a customer successfully joined the meeting. A "not-defined" result may occur if the meeting was rescheduled or canceled, as Demodesk cannot determine the outcome at this point. The reasons for this are as follows:

  1. In the case of a rescheduled meeting, there will be a separate meeting event record for the newly scheduled date, and the outcome will be defined there (such as "held," "no-show," or "canceled"). If the meeting is rescheduled again, the outcome may still be "not-defined."
  2. For canceled meetings, none of the available outcomes are applicable since the meeting never took place.

• scheduled_duration_in_minutes: This column represents the scheduled duration of the meeting in minutes. Note instant meetings have a predefined duration as well.

• actual_duration_in_minutes: This column indicates the actual duration of the meeting, which is the time elapsed between the start and end of the meeting (respective timestamps).

• scheduled_via: This column displays the scheduling method used for the meeting, which can include options such as a booking link, the host's calendar invitation, the Demodesk scheduler, or even an instant meeting.

• location: The location (or videoconferencing tool) this meeting was held in

• number_of_customers: This column represents the count of customers (external participants) who attended this meeting. In case a team member is not logged in or uses a different / incognito browser Demodesk cannot map them as team member and the meeting will be shown as external. If someone is not logged in or uses a different / incognito browser Demodesk cannot map them as team member and the meeting will be shown as external.

• number_of_team_members: This column reflects the count of team members, excluding the host, who participated in the meeting. Please note that team members are considered as users with a Demodesk account who belong to your team. In case a team member is not logged in or uses a different / incognito browser Demodesk cannot map them as team member and the meeting will be shown as external.

• has_recording: This column refers to whether or not a meeting has a recording available to view or download. If a recording is available, the value must be "true", indicating that consent was given

• interactivity_was_enabled: This column indicates whether or not the “give control” feature was enabled in the meeting.

• crm_sync: This column indicates whether or not this meeting was synchronised (when a meeting has a Salesforce/HubSpot/Pipedrive event id) with a connected CRM. This can happen at any stage of the meeting (scheduled, held, no show, canceled, rescheduled). Only includes external or no-show meetings.

• follow_up_email_was_sent: This column presents if a follow-up email was sent using the Demodesk follow-up feature after a meeting was closed irrespectively of the outcome .

• is_follow_up_meeting: This column indicates whether this meeting is a follow-up meeting that was booked during or within 10 minutes after a previous meeting. This field is only “true” if this is a follow-up meeting.

• participant_names: This column displays the names of external participants (only) who joined the meeting. If there are no participants listed ("-"), it indicates that no external participant joined the meeting.

• shadowed_by: This column presents the team members who shadowed the respective meeting, either through an invite or by being accepted as a shadower.

• meeting_link: This column contains the meeting link that participants can (or did)use to join the meeting.

• views: How often the recording was viewed

• recording_duration_in_minutes: This column indicates the duration of the recording, in minutes, if a recording of the meeting is available. Please note that the entire recording duration(excluding any pause) is counted, even if it was opened, closed, and then opened again multiple times (sum of all recordings if there was a pause).

• gdpr_compliant_recording_consent_accepted: This column indicates whether GDPR consent was accepted during the meeting for the purpose of recording. The status is "not requested" under the following conditions:

  1. No recording is available because it was never initiated.
  2. The GDPR compliance feature is not enabled when recording takes place.
  3. Note when a meeting is rescheduled and not held, there will be no recordings or GDPR recording requests. As a result, the fields will be set to "false" or "not requested."

A comprehensive outline of all the definitions pertaining to the team members section of the Insights Dashboard is presented below:

• Recording requests rejected by customers: This metric presents the percentage of recordings declined by customers when the GDPR compliant feature is enabled. In other words, it is the number of meetings in which at least one participant declined the recording (and no recording took place, whether it was not started or requested again later on) divided by all meetings where GDPR compliant recording consent was requested. This includes meetings with automatic recordings enabled, where participants had to provide consent before joining.
• Total time: This metric displays the cumulative duration of time spent attending scheduled or instant meetings within the selected timeframe.
• Scheduled time: This metric provides information about the planned duration of time allocated for meetings within the selected time frame. It encompasses both scheduled meetings and instant meetings.
• Recordings stopped by host: This metric reflects the occurrences, within the selected timeframe, where the host initiated a recording after receiving consent from existing participants but stopped it after a duration of less than 5 minutes. This insight specifically includes meetings where a consent request was submitted and accepted by all participants, indicating that the recording and GDPR consent have been acknowledged. Meetings that were terminated before a participant joined or meetings with automatic recordings without GDPR consent are not considered in this insight.
• External: This metric portrays the number of meetings held, in the selected timeframe, with external participants, outside of Demodesk (e.g. on Zoom, Teams, GMeet, etc.
• Late as host: This represents the percentage of meetings scheduled within a specific period where the host was late.
• Avg. minutes late as host: This provides the average duration of the host's lateness for all meetings where they were scheduled to attend late, in the given time period.
• Host no shows: This displays the number of scheduled meetings within a specified timeframe in which the host did not attend.

The following are the definitions of the metrics discussed in the Meeting Types, Playbooks & Battlecards section of the Insights Dashboard:

• Times used: This metric refers to the number of times the respective meeting type was used in scheduled and instant meetings, in the selected timeframe. Note it considers meetings with external participants (”held” meetings) & “no-show” meetings.
• Average meeting duration: This metric showcases the average duration of all occurrences of a specific meeting type within the selected timeframe. Please note that this insight excludes external meetings as Demodesk does not have reliable timestamps for those specific meetings.
• Meeting type duration: This metric presents the predefined duration set for the specific meeting type in its settings. This time allocation is configured through the meeting types page on Demodesk. Please note that this insight also excludes external meetings as Demodesk does not have reliable timestamps for those specific meetings.
• Meeting time accuracy: This metric represents the percentage obtained by dividing the average meeting duration metric by the meeting type duration metric. It serves as an indicator to determine if the meeting type is taking longer, shorter, or the expected amount of time. For instance, if the meeting time accuracy has a value of 200%, it indicates that the meeting type is taking twice as much time as predefined. Note external meetings (outside of Demodesk) are not considered in this metric.
• Owner: This metric presents whether the meeting type/playbook belongs to a shared group or is a personal meeting type/playbook. If it belongs to a shared group, it is labeled as "Company," and if it belongs to a personal meeting type/playbook, the name of the user to whom it belongs is displayed.
• Times used: This metric displays the frequency of usage for a specific battlecard during the selected timeframe.
• Used by: This metric highlights the team member who utilised a battlecard during the selected timeframe.
• Times used: This metric refers to the frequency of usage for a specific playbook during the selected timeframe.
• Number of tokens: This metric represents the number of tokens (custom or system) included in a specific playbook. Tokens, such as the Booker email token, are examples of the tokens included in this metric.

The following are the definitions of the metrics presented in the process adoption section:

• Shadowing: This metric reflects the percentage of meetings, whether scheduled or instant, with at least one external participant, where there was a user shadowing the meeting. Shadowing can occur through a previously scheduled invitation or through an approval to shadow the meeting while it is already in progress.
• Recording: This metric represents the percentage of meetings that have a recording available, regardless of the GDPR compliance. Note if a recording is available it can means that it can be viewed or downloaded.
• Interactivity: This metric displays the percentage of meetings where interactivity was enabled. It indicates the proportion of meetings in which external users had control over the screen along with the host.
• CRM Sync: This metric pertains to the percentage of meetings with external participants that were marked as no-shows and successfully synced to a CRM. In Demodesk, a meeting is considered synced when it is assigned a Salesforce/HubSpot/Pipedrive event ID.
• Follow-up email: This metric represents the percentage of meetings where follow-up emails were sent using the Demodesk follow-up feature after a “held” meeting took place with external participants. This status is assigned to meetings in which external participants have attended the Demodesk meeting.
• Follow-up meeting: The "Follow-up meeting" metric highlights the percentage of meetings where external participants booked a follow-up meeting during the meeting or within a maximum of 10 minutes after it ended.
• Successful meetings: This metric pertains to the meetings that were scheduled or held as instant meetings within the chosen timeframe, specifically with the participation of external attendees. Successful meetings are meetings with external participants.
• Joined as shadow: This metric reflects the count of meetings in which a particular user participated as a shadow. In other words, it includes instances where the user was invited and joined as a shadow participant or accepted an invitation to join an ongoing meeting as a shadow.
• Got shadowed: This metric represents the count of meetings in which a specific user acted as a host and was shadowed by another participant. It indicates how many times the user, in their role as a host, had another user shadowing them during a scheduled or an instant meeting.
• Recorded meetings: This insight reveals the number of meetings in which the host (user) recorded a scheduled or instant meeting, with the participation of external participants (held meetings), during the selected timeframe.
• Interactivity enabled: This metric showcases the number of meetings in which a specific user granted control to other participants. It indicates the frequency of meetings in which the user enabled control of the screen or shared control with external participants.
• Meetings synced to CRM: This metric represents the percentage of scheduled (held and no-show) and instant meetings with external participants that have been successfully synchronised with your CRM. In other words, it indicates the proportion of meetings where relevant data has been transmitted and synchronised from Demodesk to your chosen CRM.
• Follow-up email sent: This metric represents the percentage of meetings where follow-up emails were sent using the Demodesk follow-up feature after a “held” meeting took place, for each specific user.
• Follow-up meetings booked: The "Follow-up meetings booked" metric presents the percentage of meetings where external participants successfully booked a follow-up meeting during the meeting or within a maximum of 10 minutes after it ended.
• Local Desktop: This metric showcases the percentage of meetings in which the local desktop was shared. This encompasses sharing a Chrome tab, a window, or the entire screen.
• Website: This metric represents the percentage of meetings in which a website was shared directly using the "Share a Website" functionality during a Demodesk meeting.
• Google Slide: This metric represents the percentage of meetings in which a Google Slide (http://www.docs.google.com/..) was directly shared using the "Google Slides" share functionality during a Demodesk meeting.
• Document: This metric reflects the percentage of meetings in which a document (PDF, Excel, Microsoft word, etc.) was shared using the "Document" share functionality in Demodesk.
• Agenda: This metric reflects the percentage of meetings in which an Agenda item was added to a playbook using the "Add an agenda item” functionality in Demodesk.