Hey Joyce,
Looking at your stack, I'm assuming you're likely using Outreach's calendar integration for booking and Salesforce Activities for tracking, but the connection between scheduled vs. actual meeting outcomes is probably manual or broken.
Here's what I'd implement:
Automated Tracking Setup:
- 1.
Use Outreach's meeting disposition feature - configure custom dispositions (Completed, No Show, Rescheduled, Cancelled) that auto-sync to Salesforce via a custom field on the Event object
- 2.
Build a Flow in Salesforce that triggers 15 mins after scheduled meeting end time to check if disposition is empty, then auto-marks as "No Show" if no update
- 3.
Create a custom object or use Campaign Members to track only Discovery meetings with their outcomes - this isolates your metrics from other meeting types
For the seamless rep experience:
Outreach can auto-detect if someone joins the meeting link (if using their conferencing) and mark as "Completed"
For no-shows, send automated Slack reminder to rep 10 mins post-meeting to confirm disposition if not auto-detected
Use Salesforce Flow to update Opportunity stage based on meeting outcome
Quick questions to refine this:
Are reps booking through Outreach sequences or manually scheduling?
Do you have a standardized meeting type naming convention in Salesforce?
Are you using Zoom/Teams integration with Outreach, or just calendar sync?
What's your current process when a prospect reschedules vs. cancels entirely?
Do you need to track who initiated the cancellation (prospect vs. rep)?
The key is making disposition capture happen in-flow rather than requiring reps to remember later. What's your current biggest gap - is it the initial capture or the reporting side?
