Understanding Meetings

SparrowCRM syncs with Google Calendar and Microsoft 365 to bring every customer meeting into the CRM automatically. Once connected, meetings are linked to the right contacts, companies, and deals based on participant email matching, so teams always have a complete picture of their conversations without manual data entry.

Meetings is a standard object in SparrowCRM. Each meeting record captures who was involved, when it happened, what the AI detected, and what should happen next.

Connecting Your Calendar

SparrowCRM requires a connected calendar to sync meetings.

Supported calendars:

• Google Calendar (Google Workspace)
• Microsoft 365 (Outlook Calendar)

To connect:

1. Go to Settings > Calendar & Meetings.
2. Click Connect Google Account or Connect Microsoft Account.
3. Follow the authorization prompts.

Sync is two-way. Meetings created in SparrowCRM appear on the connected calendar, and calendar events appear in the CRM. Changes in either location stay in sync.

Calendar sync can be configured to import all meetings or only meetings with at least one external participant. This is managed in Settings > Meetings > Calendar sync.

How Meetings Are Created

Calendar sync syncs events from a connected Google or Microsoft calendar into SparrowCRM automatically.

Manual creation lets you schedule meetings directly. Click + New Meeting from the Meetings page or from any record page, set the title, participants, date, time, description, and link to a contact, company, or deal.

Appointment links let prospects book meetings based on your availability. Create links in Settings > Calendar & Meetings with custom durations (15, 30, or 60 minutes) and custom URL slugs. Prospects can add additional guests when booking. Connect a Smart Router to auto-assign meetings to the right team member.

Workflows can create meetings as an automated action step based on triggers and rules.

Managing Meetings

Once meetings are synced or created in SparrowCRM, the Meetings page is where teams track, modify, and act on every scheduled and past conversation.

All Meetings shows every meeting assigned to you, split into Upcoming and Past. Each meeting displays its title, associated company, date, AI tags (like High Fit or Potential Lead), and participants. Quick links below each meeting let you Prep for this meeting or View last call's recap depending on the meeting status.

Upcoming shows meetings that are scheduled but have not yet taken place. Each meeting displays the title, associated company, date and time, AI tags, and participant avatars.

Past shows completed meetings along with their Meeting Score, Sentiment analysis, and suggested Next Actions. Use the Past tab to review previous interactions and identify follow-up opportunities.

Modifying a Meeting

Click the ... menu on any meeting card to access quick actions:

• Reschedule to change the date and time. Calendar sync ensures the updated time reflects on the connected calendar automatically.
• Cancel to remove the meeting. Cancelled meetings remain visible in the Past tab for reference.
• Copy meeting link to share the meeting URL quickly.

The Meetings page is accessible from the sidebar and organized into three tabs.

Team Meetings shows meetings across the team, helping managers track activity and stay aligned on customer conversations.

Analytics opens the meeting performance dashboard. Learn more in Meeting Analytics.

Search, sort, and filter tools at the top right let you find specific meetings quickly.

AI Recommendations

A sidebar panel on the Meetings page surfaces a checklist of AI-generated actions based on upcoming and recent meetings. The checklist tracks progress (e.g., 0/8) and updates as items are completed or dismissed.

Recommendations include:

• Rescheduling alerts when a meeting time has changed, with the old and new times and an option to Accept or View in calendar
• Follow-up suggestions recommending actions like sending a follow-up email, with a summary of why and a Send Email or View meeting action
• Meeting reminders for upcoming meetings with a View meeting link

How Meetings Link to Records

SparrowCRM links meetings to records automatically using participant email matching.

• A meeting links to a contact when a participant's email matches an email on the contact record
• A meeting links to a company when a participant's email domain matches a domain on the company record
• A meeting surfaces on a deal when participants are associated with contacts or companies linked to that deal

A single meeting can appear on the contact page, the company page, and the deal page at the same time, so every team member working the account sees the same meeting activity.

Meeting Fields

Meeting records contain system and AI-generated fields that are populated automatically when a meeting is created or completed.

Fields like Company name, Deal stage, and Company industry are pulled from associated records automatically, keeping meeting data connected to the broader account context.

AI Meeting Tags

SparrowCRM automatically applies smart tags to meetings based on deal context, attendee profiles, and conversation analysis.

Pre-Meeting Tags

• Opportunity - deal is in the final open stage before Closed Won/Lost
• Decision Maker Present - an attendee has decision making power
• Strong Engagement - an associated contact has an engagement score of 70 or above
• High Fit / Mid Fit / Low Fit - based on the associated company's fit score (High: 70-100, Mid: 40-69, Low: 0-39)
• Deal Associated - the associated company has an open deal in any stage
• High Value - a decision maker is present, or the associated deal value is above average

Post-Meeting Tags

• Action Required - AI has generated tasks from this meeting
• Competitor Mention - a competitor was mentioned during the meeting
• Needs Attention - meeting score is below 50

Tags appear in the meeting list and help teams identify which meetings need immediate follow-up.

Meetings bring scheduling, tracking, and AI-powered preparation together in one place, helping teams stay organized and ready for every customer conversation.